Agenda packet — Santa Monica City Council, June 27, 2023 (part 1 of 2)

City of Santa Monica
City Council Meeting
AGENDA

GLEAM DAVIS
MAYOR

PHIL BROCK LANA NEGRETE

COUNCILMEMBER MAYOR PRO TEM

CHRISTINE PARRA CAROLINE TOROSIS

COUNCILMEMBER COUNCILMEMBER

JESSE ZWICK OSCAR DE LA TORRE

COUNCILMEMBER COUNCILMEMBER

DAVID WHITE

CITY MANAGER

DOUGLAS SLOAN

CITY ATTORNEY

DENISE ANDERSON-WARREN

CITY CLERK

STANDARDS OF BEHAVIOR THAT PROMOTE CIVILITY AT ALL PUBLIC MEETINGS:
• Treat everyone courteously; • Give open-minded consideration to all viewpoints; • Listen to others respectfully • Focus on the issues and avoid personalizing debate; • Exercise self-control • Embrace respectful disagreement and dissent as democratic rights, inherent components of an inclusive public process, and tools for forging sound decisions
Regular meetings are broadcast live on CityTV cable channel 16 and on the internet at santamonica.gov. Cable television re-broadcasts air on Thursday and Saturday at 11:30 AM. The agenda will air on CityTV on Saturday and Sunday at 11:00 AM and 6:00 PM, and on Monday and Tuesday at 12:30 PM and 6:00 PM.

City of Santa Monica Generated: 6/28/2023 9:17 AM Page 2

RULES OF ORDER FOR THE CONDUCT OF CITY COUNCIL MEETINGS (Resolution No.11494(CCS))

WAYS TO PROVIDE PUBLIC COMMENT
If you are interested in providing public comment at a City Council meeting, there are several ways to participate:
(1) Written public comment. In lieu of oral public comment, the public is strongly encouraged to submit written public comment on agenda items via email to [email protected]. Written public comment submitted before 12:00 pm on the day of the meeting will be available for online viewing. Please note the agenda item number in the subject line of your written comments. (2) Oral public comment. Persons wishing to address the City Council regarding items on the agenda must be present and submit their name and address (optional) to the City Clerk before the public comment section is opened for that item or before the public hearing is opened where one is required by law. Register to speak at the Speaker Kiosk prior to the meeting. Remarks from the public are limited to a total of 6 minutes per City Council meeting, with a maximum of 2 minutes and a minimum of one minute per item. Except for the author of the request, public comment on 15-items are limited to 1 minute. Except on Public Input, speakers appearing at the meeting in person, may donate 2 minutes to another person present in-person at the meeting, who may speak for a total of 4 minutes on that item.

Both the donor of time and the designated speaker must register at the Speaker Kiosk in person together.

Oral public comment from any one individual is limited to a total of 6 minutes per City Council meeting, with a maximum of 2 minutes per agenda item; under some circumstances, Council may change the maximum to 1 minute per agenda item.

ORDER OF BUSINESS (may not be changed except by majority vote of the City Council.)

1. General Public Input
(members of the public may address the City Council
only on items not on the agenda, but within the
subject matter jurisdiction of the City).

2. Public Comment for Closed Session, Special
Agenda, and Consent Calendar Items Only
(Commendations and Proclamations presented).

3. Closed Session.

4. Special Agenda Items (City Manager’s Report,
Presentations, etc.).

5. Consent Calendar (All items considered in one
motion unless removed by a City Councilmember for
discussion. Public comment shall be heard prior
to City Council discussion).

6. Public Comment on remaining Agenda Items

7. Study Session.

8. Continued Items.

9. Administrative Proceedings.

10. Ordinances:
• 1
st Reading
• 2
nd Reading

11. Staff Administrative Item.

12. Public Hearings.

13. Reports of Boards and Commissions.

14. Resolutions.

15. Written Communications (other than
Reports of Commission and Officers).

16. Councilmember Discussion Items.

Agendas and reports are accessible on the City's webpage at smgov.net/council/agendas. They are also available at the City Clerk's Office and in alternate formats upon request. For a free email subscription to the City Council Agendas, please contact the City Clerk’s Office at (310) 458-8211 or [email protected].

Si desea comunicarse con alguien en español, llame a nuestra oficina al (310) 458-8211 y pida hablar con Esterlina Lugo.

City of Santa Monica Generated: 6/28/2023 9:17 AM Page 3

AGENDAS

CITY OF SANTA MONICA

REGULAR AND SPECIAL JOINT MEETING

CITY HALL COUNCIL CHAMBERS
1685 MAIN STREET, ROOM 250, SANTA

MONICA, CA AND, GRAN VIA DE LES CORTS
CATALANES, 605 08007 SPAIN
TUESDAY, JUNE 27, 2023
MEETING BEGINS AT 5:30 PM
MEETING BEGINS AT 2:30 A.M. (GMT+2)
The Santa Monica City Council Meeting will be held at 5:30 P.M. (Pacific Standard Time), on Tuesday June 27, 2023, in the City Council Chambers, 1685 Main Street, Santa Monica, California, 90401 and at 2:30 A.M. (GMT+2) at a teleconference site located at Gran Via de les Corts Catalanes, 605 08007 Barcelona Spain, where one of the Councilmembers will be present and will participate by telephone.

HOW TO PROVIDE WRITTEN PUBLIC COMMENT:

Written public comment can be submitted via email to [email protected].

Written comments received prior to 12:00 pm on the day of the meeting will be available online. Please note the agenda item number in the subject line of your written comments.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL

1. PUBLIC INPUT
(Public comment is permitted only on items not on the agenda that are within the subject matter jurisdiction of the City. State law prohibits the City Council from taking any action on items not listed on the agenda, including issues raised under this agenda item.)

1.A. Written Comments

2. PUBLIC INPUT (AGENDA ITEMS UNDER CLOSED SESSION, SPECIAL AGENDA

ITEMS, CONSENT CALENDAR ONLY)

3. CLOSED SESSIONS
City of Santa Monica Generated: 6/28/2023 9:17 AM Page 4

3.A. Conference with Legal Counsel – Existing Litigation – Gov. Code Section 54956.9(d)(1): Santa Monica-Malibu Unified School District, et al. v. Los Angeles County Committee on School District Organization; LASC Case No. 22STCP00986; Appellate Case No. B327290 - New Item Received. 6/23/2023

3.B. Conference with Legal Counsel – Existing Litigation – Gov. Code Section 54956.9(d)(1): Pico Neighborhood Association and Maria Loya v. City of Santa Monica, LASC Case No. BC 616804; California Supreme Court Case No.

S263972 - New Item Received. 6/23/2023

3.C. Conference with Legal Counsel – Existing Litigation – Gov. Code Section 54956.9(d)(1): Scott Hobbs v. City of Santa Monica et al.; LASC Case No. 21STCV14880 - New Item Received. 6/23/2023

3.D. Public Employee - Gov. Code Section 54957(b): Performance evaluation of a public employee; Title: City Attorney; Conference with Labor Negotiator - Gov.

Code Section 54957.6: City Negotiator: Mayor; Unrepresented Employee: City Attorney - New Item Received. 6/23/2023

3.E. Conference with Legal Counsel – Existing Litigation – Government Code Section 54956.9(d)(1): Jerrid Powell v. City of Santa Monica, et al.; LASC Case No. 20STCV15438. [report out only] - New Item Received. 6/23/2023 The following is the order of business for items to be heard no earlier than 7:00 p.m.

4. SPECIAL AGENDA ITEMS

4.A. City Manager's Report

5. CONSENT CALENDAR
(All items will be considered and approved in one motion unless removed by a Councilmember for discussion. In accordance with Charter section 615, the adoption of all ordinances and resolutions shall be by reading of title only unless a Councilmember present dissents.)

5.A. Award RFP #349 to Corporate Realty Group for Airport Commercial Real Estate Brokerage and Consulting Services
Recommended Action
Staff recommends that the City Council:

1. Award RFP #349 to Corporate Realty Group (CRG), a California-based corporation, to provide commercial real estate brokerage services and related consulting services for non-aviation properties at the Santa Monica Airport.

2. Authorize the City Manager to negotiate and execute an agreement with CRG in an amount not to exceed $298,608 for three years, with two additional one-year renewal options of $134,877 for renewal option one and $333,962 for renewal option two, for a total amount not to exceed $767,447 (including a 10% contingency) over a five-year period, with future City of Santa Monica Generated: 6/28/2023 9:17 AM Page 5 year funding contingent on Council budget approval.

3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

5.B. Approval of Reinstatement and 2nd Modification of Agreement with ChargePoint, Inc. for EV Charging Equipment Software and Maintenance Services
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of categorical exemptions pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines.

2. Authorize the City Manager to negotiate and execute a reinstatement and second modification of agreement #10507 with ChargePoint, Inc. to extend the term of the agreement for an additional five years and increase the total compensation by $304,425 for EV charging equipment, software, and maintenance services. This would result in a ten-year reinstated and amended agreement with a new total amount not to exceed $970,797 with future year funding contingent on Council budget approval.

5.C. Award Contract to PCI for the Airport Runway Rubber Removal, Crack Seal, and Restripe Project
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Sections 15301 (Existing Facilities) and 15302 (Replacement/Reconstruction), of the California Environmental Quality Act (CEQA) Guidelines.

2. Award Bid # SP2462 to WGJ Enterprises Inc., dba PCI, for the Airport Runway Rubber Removal, Crack Seal, and Restripe for the Public Works Department.

3. Authorize the City Manager to negotiate and execute a contract with PCI, in an amount not to exceed $1,044,280 (including a $94,935 contingency).

4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.

5.D. Approval of Fifth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines; and

2. Authorize the City Manager to negotiate and execute a fifth modification to Agreement 9784 (CCS) in the amount of $19,132 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 10 year and 6 month amended City of Santa Monica Generated: 6/28/2023 9:17 AM Page 6 agreement with a new total amount not to exceed $207,746, with future year funding contingent on Council budget approval.

5.E. Award Bid #4445 to Bound Tree Medical for purchase and delivery of Microflex Disposable gloves
Recommended Action
Staff recommends that the City Council:

1. Award Bid #4445 to Bound Tree Medical, an Ohio-based company, for the purchase and delivery of Microflex disposable gloves to be used by staff citywide;

2. Authorize the Procurement Manager to issue annual purchase orders to Bound Tree Medical, for the purchase and delivery of Microflex disposable gloves for a total amount not to exceed $720,000 over a five-year period, with future funding contingent on Council budget approval; and,

3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

5.F. Award Contracts to Beacon Mortuary, Inc., for Mortuary Services and Decedent Transportation Services and to Farmscape, Inc., for Specialized Landscape Maintenance Services for Woodlawn Cemetery
Recommended Action
Staff recommends that the City Council:

1. Award RFP #352 to Farmscape, Inc., for specialized landscaping services for the Eternal Meadow area of Woodlawn Cemetery, Mausoleum & Mortuary, for the Public Works Department.

2. Authorize the City Manager to negotiate and execute an agreement with Farmscape, Inc., in an amount not to exceed $150,000 over a five-year period with future year funding contingent on Council budget approval.

3. Award RFP #353 to Beacon Mortuary for providing decedent transportation services for Woodlawn Cemetery, managed by the Public Works Department.

4. Authorize the City Manager to negotiate and execute an agreement with Beacon Mortuary for decedent transportation services in an amount not to exceed $200,000 over a five-year period with future year funding contingent on Council budget approval.

5. Award RFP #354 to Beacon Mortuary for providing mortuary services for Woodlawn Cemetery, managed by the Public Works Department.

6. Authorize the City Manager to negotiate and execute an agreement with Beacon Mortuary for mortuary services in an amount not to exceed $475,000 over a five-year period with future year funding contingent on Council budget approval.

7. Adopt a finding of categorical exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines.

5.G. City Council - Special Meeting - Jun 13, 2023 5:25 PM

6. PUBLIC INPUT ON REMAINING AGENDA ITEMS
City of Santa Monica Generated: 6/28/2023 9:17 AM Page 7 . Public Input for 12-Items will be heard at the time when the Public Hearing is called.

7. STUDY SESSION
No items

8. CONTINUED ITEMS

8.A. Appointment to one unscheduled vacancy on the Library Board for a term ending on 06/30/2025. Continued from 06/13/2023. - New Item Received. 6/23/2023

8.B. Appointment to one unscheduled vacancy on the Human Services Commission for a term ending on 06/30/2025. Continued from 06/13/2023. - New Item Received. 6/23/2023

9. ADMINISTRATIVE PROCEEDINGS
No items

10. ORDINANCES
(Public comment is permitted on ordinances for introduction and first reading. No public discussion is permitted on ordinances for second reading and adoption. In accordance with Charter section 615, the adoption of all ordinances and resolutions shall be by reading of title only unless a Councilmember present dissents.)
No items

11. STAFF ADMINISTRATIVE ITEMS
No items

12. PUBLIC HEARINGS
. SPECIAL JOINT MEETING OF THE CITY COUNCIL, HOUSING AUTHORITY

AND PARKING AUTHORITY
. ROLL CALL

12.A. Adoption of the First Year and Approval of the Second Year of the FY 2023-25 Biennial Budget Adoption
Recommended Action
Staff recommends that the City Council, Housing Authority and Parking Authority:

1. Adopt a Resolution of the City Council of the City of Santa Monica adopting the first year and approving the second year of the FY 2023-25 Biennial Budget and adopting the second year of the FY 2022-24 Biennial Capital Improvement Program Budget at Attachment A, as amended by Final Changes described in this report;
City of Santa Monica Generated: 6/28/2023 9:17 AM Page 8

2. Adopt a Resolution of the Housing Authority of the City of Santa Monica adopting the first year and approving the second year of the FY 2023-25 Biennial Budget and adopting the second year of the FY 2022-24 Biennial Capital Improvement Program Budget at Attachment B, as amended by Final Changes described in this report; and

3. Adopt a Resolution of the Parking Authority of the City of Santa Monica adopting the first year and approving the second year of the FY 2023-25 Biennial Budget and adopting the second year of the FY 2022-24 Biennial Capital Improvement Program Budget at Attachment C, as amended by Final Changes described in this report.

Staff also recommends that the City Council:

4. Adopt a Resolution of the City of Santa Monica establishing new classifications and adopting salary rates for various listed positions (Attachment D) and approve the position and classification changes (Attachment E);

5. Adopt a Resolution of the City Council of the City of Santa Monica revising the City’s master fee schedule to establish and revise certain permit and user fees and charges (Attachment F);

6. Adopt a Resolution of the City Council of the City of Santa Monica revising the City’s master fine schedule to establish and revise the administrative citation schedule of fines for certain violations of the Santa Monica Municipal Code (Attachment G);

7. Adopt a Resolution of the City Council of the City of Santa Monica establishing parking rates and permit fees for all City parking facilities and resources (Attachment H);

8. Adopt a resolution to establish the Runoff Reduction Fee rate for FY 2023-24 through FY 2027-28 as authorized in SMMC Chapter 7.10, Runoff Conservation and Sustainable Management (Attachment I);

9. Adopt a Resolution of the City of Santa Monica establishing the Gann appropriations limit for FY 2023-24 (Attachment J);

10.Adopt a Resolution incorporating a project funded by SB1: The Road Repair and Accountability Act (Attachment K);

11.Authorize the City Manager to accept a grant award in the amount of $1,500,000 from the U.S. Department of Health and Human Services Substance Abuse and Mental Health Services Administration (SAMHSA) to support the behavioral health needs of vulnerable residents and people experiencing homelessness, and to execute all necessary documents to accept the grant and all grant renewals;

12.Authorize the City Manager to accept a grant award in the amount of $1,500,000 from the California Department of Health Care Services (DHCS) to support the behavioral health needs of vulnerable residents and people experiencing homelessness, and to execute all necessary documents to accept the grant and all grant renewals;

13.Authorize the City Manager to accept a grant award in the amount of $373,125 from the Westside Cities Council of Governments (WSCCOG) to advance Los Angeles County Homeless Initiatives and execute all necessary documents to accept the grant and all grant renewals;

14.Authorize the City Manager to accept a grant award in the amount of $4,447,586 from the U.S. Department of Housing and Urban Development’s City of Santa Monica Generated: 6/28/2023 9:17 AM Page 9 Continuum of Care Grant Program to serve the homeless and disabled populations with housing subsidies and execute all necessary documents to accept the grant and all grant renewals;

15.Authorize the City Manager to negotiate and execute an agreement with Salvation Army to support the City’s 311 Outreach efforts and provide street team assistance to the Homeless Liaison Program. This award is made as an exception to the competitive bidding process pursuant to SMMC Section

2.24.250 (i) and is for a term of 2 years at a total amount not-to-exceed $446,250, with future year funding contingent on Council budget approval;

16.Authorize the City Manager to negotiate and execute a memorandum of understanding with the Santa Monica-Malibu Unified School District for two years with three one-year options to renew that will provide $500,000 annually to the School District, not to exceed $2,500,000 total over a five year period, for the operation of the Playground Club Program;

17.Award RFP# 350 to Berry Dunn McNeil & Parker, LLC (BerryDunn) and authorize the City Manager to negotiate and execute an agreement with BerryDunn for strategic planning services to develop a Homelessness Strategic Plan in an amount not to exceed $200,000, including a 25% contingency, for one year, with one additional one-year renewal option in the amount of $200,000, including a 25% contingency, on the same terms and conditions for a total amount not to exceed $400,000 over a two-year period, with future year funding contingent on Council budget approval;

18.Provide direction to staff on allocation of discretionary funds (Attachment L); and

19.Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
. ADJOURNMENT OF SPECIAL JOINT MEETING

13. REPORTS OF BOARDS AND COMMISSIONS
No items

14. RESOLUTIONS
No items

15. WRITTEN COMMUNICATIONS OTHER THAN REPORTS OF COMMISSION AND

OFFICERS
No items

16. COUNCILMEMBER DISCUSSION ITEMS

16.A. Annual Appointments to the following Boards and Commissions.

Board/Commission No. of
Seats
Term
End
Special Requirements
City of Santa Monica Generated: 6/28/2023 9:17 AM Page 10 Date
Airport Commission 2 6/30/2
027
Reside in the City.

Architectural Review
Board
1 6/30/2
027
Arts Commission 3 6/30/2
027
Reside or work in the City.

Commission on
Sustainability,
Environmental Justice
and the Environment
2 6/30/2
027
Reside or work in the City.

Disabilities Commission 2 6/30/2
027
Two must be self-identified
persons with a disability
and reside in the City.

Housing Commission 2 6/30/2
027
Two must be affordable
housing program participant
where one is 62-years or
older and the other is
unhoused or formerly
unhoused.

Audit Subcommittee 1 6/30/2
027
Reside in the City.

Personnel Board 1 6/30/2
027
Reside in Santa Monica or
LA County that is employed
within the City, own
property or hold business
licenses in the City
Planning Commission 3 6/30/2
027
Reside in the City.

Public Safety Reform and
Oversight Commission
3 6/30/2
027
At least one shall be
between 18-22 years.

Recreation and Parks
Commission
1 6/30/2
027
Reside in the City.

Santa Monica Library
Board
1 6/30/2
027
Reside in the City.

Urban Forest Task Force 7 6/30/2
027
Three must be current or
past certified arborist. All
must reside, work or hold
business licenses in the
City

16.B. Request of Mayor Davis that Councilmember Torosis be designated as her alternate to the Clean Power Alliance Board of Directors.

City of Santa Monica Generated: 6/28/2023 9:17 AM Page 11

16.C. Request of Mayor Davis that the City Council direct staff to reappropriate the amount of unspent FY 2022-23 individual Councilmember travel budgets at the end of the year to the FY 2023-24 Council budget, to supplement existing Council Discretionary funds. The reappropriation will occur as part of the FY 2022-23 Year End Budget review staff report.

16.D. Appointment to one unscheduled vacancy on the Human Services Commission for a term ending on 06/30/2027. - New Item Received. 6/23/2023

ADJOURNMENT
Agendas and reports are accessible on the City's webpage at www.smgov.net/council/agendas. They are also available at the City Clerk's Office and in alternate formats upon request. For a free email subscription to the City Council Agendas, please contact the City Clerk’s Office at (310) 458-8211 or [email protected].

Members of the public unable to attend a meeting but wishing to comment on an item(s) listed on the agenda may submit written comments prior to the meeting by meeting by mailing them to: City Clerk, 1685 Main Street, Santa Monica, CA 90401 or to [email protected]. Written comments received from the public by 2 PM on the day of the City Council meeting will be distributed to the City Council prior to the meeting and posted online.

City Hall and the Council Chamber are wheelchair accessible. If you require any special disability related accommodations to either attend or provide public testimony at a Council meeting (i.e. sign language interpreting, access to an amplified sound system, remote option, etc.), please contact the City Clerk’s Office at (310) 458-8211 or TDD: (310) 917- 6626 or via email at [email protected] at least 72 hours prior to the scheduled meeting. Best efforts shall be made to accommodate requests received after the 72-hour deadline. In the case of special meetings, requests should be submitted as early as possible, but no later than noon the day of the special Council meeting.

Si desea comunicarse con alguien en español, llame a nuestra oficina al (310) 458-8211 y pida hablar con Esterlina Lugo.

Santa Monica Blue Bus Lines #2, #3, #5, #9 and the EXPO Line serve City Hall. Parking is available on Main Street, on Olympic Drive, and in the Civic Center Parking Structure (validation free).

City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 1.A
1 of 1
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Written Comments
Prepared By: Esterlina Lugo, Deputy City Clerk
Approved Forwarded to Council
Attachments:

A. Written Comments

1.A
Packet Pg. 12
From: Nicole Andia
To: councilmtgitems
Subject: City of Santa Monica City Council meeting June 27 2023 "WE THE PEOPLE" Date: Monday, June 26, 2023 6:42:34 PM
Attachments: Screen Shot 2023-06-26 at 3.48.12 PM.png
Screen Shot 2023-06-26 at 3.50.06 PM.png

EXTERNAL
In respect to Public Safety Reform and Oversight Commission and Recreation and Parks Commission, the rule that the general beaches and parks in Santa Monica will be off limits to the public after curfew will be rectified and abolished.

There will no longer be a curfew that Santa Monica residents have to follow in respect to them enjoying the beach and parks.The safety of Santa Monica residents is put at risk when they are deprived of their natural resource of getting to experience visiting a beach after hours. Residents of Santa Monica are put in danger when police officers are given the incentive to fine and imprison people for unjust reasons that serve no purpose. It is not acceptable for Santa Monica residents and as well as visitors to be deprived of their right to religion and nature.

Psalms 146:6-8
6 He is the Maker of heaven and earth, the sea, and everything in them— he remains faithful forever. 7 He upholds the cause of the oppressed and gives food to the hungry. The LORD sets prisoners free, 8 the LORD gives sight to the blind, the LORD lifts up those who are bowed down, the LORD loves the righteous.

God made our natural resources for a reason and that reason being for them to be enjoyed so we can seek the therapeutic benefits of them. As stated in Charlie Health, “Eco-therapy, or nature-based psychotherapy, focuses on developing a meaningful connection with nature while exploring one's emotions and difficulties'' (Passante 2023).

There is no denial that access to the ocean and other nature centers at all hours will allow crime rates to lower and homeless rates to diminish. We do not need medication for a cleaner city, we need nature therapy and for all.

Do not deprive the masses of their birthright of choosing to feel good. These police officers do not need another reason to fine people with petty stuff; having such mediocre rules can only exacerbate this homeless plague that these Santa Monica residents so persistently speak to you upon.

When this is rectified the notion of appointing eight more police officers to this project will be done in order to ensure that safety precautions are being upheld after sunset at all Santa Monica beaches and parks.

City Council members, the residents of Santa Monica are proud of all your diligent work to make this world a safer place. We are impressed with the progress. All we ask is for us to work together as a team for the greater good of all humanity; we are here for you to assist us in rectifying these rules you have in place in order to allow families to go out safely at night without the paranoid feeling that they are going to be harassed for breaking the law and putting their lives at risk visiting the beach. Nobody wants to be a criminal by choice and if we want people to stop disproportionately seeking government benefits such as GR and disability then we have to ensure there are less people put through a prison system. No more debunking the credibility of wise Americans who are only here to achieve this American dream.

The more we allow these police officers to throw more people in jail for illegitimate reasons is when America puts itself in a place to be in debt for good because when people have a jail record for a year that is when they can lose hope, and it makes them more prone to finding their way to government benefits when feeling left out of resources. Being put through a jail system triples peoples chances of becoming homeless when humanity is biased towards hiring criminals, as well as when the prolonging of many unnecessary rules continues in place and these residents are forced to follow them if not bear the consequences. We want to get people out of being in a constant legal battle so they can actually learn to fend for themselves and not be a bunch of government dependent people. We do not want people to take

1.A.a
Packet Pg. 13
Attachment: Written Comments [Revision 1] (5846 : Written Comments) advantage of the legal system and to use mental illness as an excuse because we do not want a bunch of more lazy good for nothing citizens.

The idea is that no camping tents are to take place on Santa Monica beaches or parks with this curfew being lifted, but is there anything wrong with people resting their eyes on the beach for a few hours in company with their family after curfew? The more homeless people are arrested the more they are prone to never getting out of that misery cycle of legal problems, and this does not allow them a chance to do better for themselves. Not all shelters are accessible to people so easily and if people have to sleep on the streets then it will be better for general parks and the general beach to also be open to them legally so they are not going against the law. Homeless people are just like non-homeless people at heart, if not better, and they deserve the same First Amendment right. Bibles are also to be ordained in every jail cell no matter the circumstance and this is to take place promptly to respect the public's right to practice their religion as they please.

If you are going to put more officers on the streets then keep them well educated on our First Amendment right and ensure them never to engage in illegal activity like they have in the past of denying a refined Santa Monica woman’s right of wearing a headwrap for religious reasons.
1 Corinthians 11:6
"For if a woman does not cover her head, she might as well have her hair cut off; but if it is a disgrace for a woman to have her hair cut off or her head shaved, then she should cover her head.” If your officers deny a faithful woman of their faith they better be put into jail themselves for their nefarious behavior and no exceptions for them! We are all made equal and nobody deserves better treatment than another so they must not act entitled thinking they are above a law.

Your officers went against a Santa Monica citizen’s religious right and they will be held accountable for this. These same police officers are reported watching sexually predatory and demonic movies and portraying it when people are going into their jail cells. These police officers were watching the movie ’Superbad’ on the clock which promotes messages of rape culture and pornographic prostitution and illegal content. We want to have officers around us that make our city a safer place and not officers who turn this city into a hell replica with their unbiblical influence.

Another plus to having more residents at the beach past curfew is that we will be able to keep more track of any wounded sea animals that are dying from the contaminated algae brought upon from the unregulated waste run off of factory farms; this contaminated algae is produced from select humans having a greedy obsession with the consumption of saturated fat filled animal flesh that only prolongs their health problems and rules them to obesity and cancer as further clarified on documentary What The Health. Health and safety first for my citizens of Santa Monica because we are a priority and they matter to me.

We will get curfew lifted off the general beach and general parks and everybody with me says I.

Give us liberty or give us death! No more no less! We will not put up with injustice any longer and instead we will be the righteous and flourishing Santa Monica that other cities know us as and as they shall know us as until the end.

1.A.a
Packet Pg. 14
Attachment: Written Comments [Revision 1] (5846 : Written Comments)

1.A.a
Packet Pg. 15
Attachment: Written Comments [Revision 1] (5846 : Written Comments) From: Renee Terrebonne
To: David White; Gleam Davis; Lana Negrete; Phil Brock; Caroline Torosis; Jesse Zwick; Oscar de la Torre; Christine Parra; councilmtgitems
Subject: Protected Bike Lanes
Date: Saturday, June 24, 2023 12:09:05 PM

EXTERNAL
Hi Members of the Santa Monica City Council:

I am a resident of Santa Monica, and I have been very appreciative of the recent updates to the bike lanes in the city. I am writing to encourage you all to support bike lanes in Santa Monica, and to please consider adding more protected bike lanes. Today, I was thinking it would be a perfect day to ride my bike with my son to Downtown Santa Monica from my apartment on 18th and Ocean Park. While I feel somewhat safe riding my bike, I do not feel safe to have my son (who is 8 years old) to ride his bike on some of the larger streets.

I would love to see one of the
east-west streets to have a protected bike lane so more families can opt to ride their bikes to the beach or the 3rd Street Promenade area safely. Instead of riding our bikes, we are opting to drive there instead, further causing problems to traffic congestion. Santa Monica is such a beautiful city with wonderful weather—it should really have more of a biking culture than driving culture!
Thank you for your consideration.

Renee Terrebonne
ITEM 1.

JUNE 27, 2023
ITEM 1.

JUNE 27, 2023

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Attachment: Written Comments [Revision 1] (5846 : Written Comments) From: Alona Reese
To: councilmtgitems
Subject: July 27 Public Comment
Date: Monday, June 26, 2023 8:26:23 PM

EXTERNAL
Santa Monica City Council, please read my comment in tomorrow’s meeting:

Another violent homeless attack occurred last week. My 66 year old father was assaulted with a deadly weapon which sent him to the emergency room in critical condition on Friday, June 23rd at 10:15am on the intersection of 11th and Wilshire Blvd. My father is a military veteran and Santa Monica business owner for over 20 years. He has not feared for his safety in Santa Monica until now.

We need to come up with a solution immediately because this is affecting public safety and making residents fearful as this type of crime is happening too frequently.

What is in the process of being done to protect the community? Thank you.

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Attachment: Written Comments [Revision 1] (5846 : Written Comments) From: Jesus
To: Gleam Davis; Phil Brock; Christine Parra; Lana Negrete; Jesse Zwick; Caroline Torosis; Oscar de la Torre; councilmtgitems
Subject: Urgent Request to Ban Personal Cars on Ocean Ave Date: Tuesday, June 27, 2023 11:58:56 AM

EXTERNAL
Dear Santa Monica City Council Members,
I hope this email finds you well. I am writing to bring your attention to a distressing incident that occurred on Sunday, #230056095, which has highlighted the urgent need to reevaluate the presence of personal cars on Ocean Ave between California Ave and Colorado Ave. This incident involved a pedestrian walking her dog who tragically lost her beloved companion and was injured herself due to a vehicle collision.

The incident serves as a stark reminder of the potential dangers posed by vehicles in areas heavily frequented by pedestrians and pets. As a concerned resident of Santa Monica, it is time to prioritize the safety and well-being of our community members over the convenience of personal cars in this specific section of Ocean Ave.

Ocean Ave, with its stunning beachfront views and its significance as a recreational and gathering space, should be a haven for people to enjoy without fear of vehicular accidents. By implementing a ban on personal cars between California Ave and Colorado Ave, we can create a more pedestrian-friendly environment that fosters community engagement, promotes physical activity, and enhances the overall quality of life for Santa Monica residents and visitors alike.

I propose the following measures to achieve these goals:

1.Safety: Eliminate personal car access along Ocean Ave between California Ave and Colorado Ave. This would significantly reduce the risk of accidents, particularly those involving pedestrians, cyclists, and pets, making it a safer environment for everyone.

2.Health and Well-being: Encourage active modes of transportation, such as walking and cycling, by designating Ocean Ave between California Ave and Colorado Ave as a car-free zone. This would align with our city's commitment to promoting healthy lifestyles and reducing carbon emissions.

3.Community Space: Transform the designated area into a vibrant public space that promotes social interaction, community events, and cultural activities. By reclaiming Ocean Ave from cars, we can create a lively gathering place that fosters a stronger sense of community and enhances the overall livability of Santa Monica.

4.Environmental Sustainability: By reducing car traffic along Ocean Ave between California Ave and Colorado Ave, we can contribute to our city's sustainability goals.

This measure would help reduce greenhouse gas emissions and promote alternative transportation options such as electric scooters, bicycles, and public transit.

In implementing these measures, please keep in mind these additional considerations:

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Attachment: Written Comments [Revision 1] (5846 : Written Comments) ·
Emergency Vehicle Access: Ensure that emergency vehicles have unrestricted access to Ocean Ave between California Ave and Colorado Ave at all times. Safety should remain a top priority, and emergency services must be able to respond swiftly when needed.
·Delivery Vehicle Access: Allow controlled access for delivery vehicles within specific time frames to minimize disruption to local businesses and services. This can be achieved through designated loading zones and efficient logistics planning. ·Resident Vehicle Access: Grant residents residing within the designated area access to their properties by car. However, to reduce traffic congestion and prioritize safety, limit access to one one-way lane, dedicating the other lane for pedestrian and cyclist use.

I kindly request that the Santa Monica City Council consider conducting a thorough evaluation of the possibility of implementing a ban on personal cars and reducing traffic to one one-way lane on Ocean Ave between California Ave and Colorado Ave. I believe that these actions, coupled with the considerations mentioned above, will promote safety, well-being, and a vibrant community in this area.

Thank you for your time and consideration of this urgent matter. I trust that you will take our concerns to heart and explore the potential benefits of implementing these measures. Together, we can create a safer, healthier, and more vibrant Santa Monica.

Sincerely,
Jesus

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Attachment: Written Comments [Revision 1] (5846 : Written Comments) From: Dan Kerrigan
To: councilmtgitems
Subject: Public Comment Regarding Pedicabs
Date: Tuesday, June 27, 2023 2:53:07 PM

EXTERNAL
Hi there,
My name is Daniel Kerrigan and I am commenting in support of responsible motorization of pedicabs in Santa Monica. My business is more accessible to people who want to work that are older, potentially disabled, or simply not as physically fit as only the best among us could be to traverse the hills in the Santa Monica area. I believe the regulation of the beach bike path should be speed based, not where one has a motor or not, as we see all kinds of motorized vehicles running with free reign on the bike path coming from Santa Monica or other places.

Far be it for me to say they shouldn't be there, I just want pedicabs to stop being targeted for responsibly operating, and filter out those who irresponsibly operate. Please consider revising the rules with a study on the actual dangers of moderate speed, and how best to regulate something that is an important evolution in our industry, and one that allows pedicabs to fully serve all of Santa Monica. Currently, only non motorized pedicabs can ride the bike path and so cannot deliver people to downtown, and only motorized pedicabs can reasonably do that, but cannot access the bike path. This makes no sense. This is about accessibility for people, families, and workers, so it is important to consider that Thank you.

Dan Kerrigan
617.571.5452
Pedicab United - Las Vegas Rickshaw - Cabrio Taxi SF

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Attachment: Written Comments [Revision 1] (5846 : Written Comments) City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 4.A
1 of 1
To: Mayor and City Council
From: David White, City Manager, City Manager's Office
Subject: City Manager's Report
Prepared By: Sergio Ramirez, Acting Chief of Staff
Approved Forwarded to Council

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City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.A
1 of 5
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Airport Subject: Award RFP #349 to Corporate Realty Group for Airport Commercial Real Estate Brokerage and Consulting Services
Recommended Action
Staff recommends that the City Council:

2. Authorize the City Manager to negotiate and execute an agreement with CRG in an amount not to exceed $298,608 for three years, with two additional oneyear renewal options of $134,877 for renewal option one and $333,962 for renewal option two, for a total amount not to exceed $767,447 (including a 10% contingency) over a five-year period, with future year funding contingent on Council budget approval.

3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

Summary
The City of Santa Monica currently contracts with a professional commercial real estate brokerage firm to assist staff with commercial real estate broker and consulting services for City-owned properties at the Santa Monica Airport. Professional commercial real estate brokerage services ensure that the Airport secures fair market leasing rates as required by the Santa Monica Leasing Policy and Guidelines adopted in 2018 (Attachment A). Based on the results of a competitive Request for Proposal (RFP) process, staff recommends that a new professional services agreement be awarded to Corporate Realty Group (CRG) to continue providing these services to the City for an

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amount not to exceed $767,447 (including a 10% contingency) for a term of up to five years.

Discussion
The City is the owner and operator of the Santa Monica Airport. The Airport includes aviation and non-aviation facilities with various uses that include aeronautical services, commercial office space, creative space, educational classrooms, artist studios, aviation hangars, tie-downs, and a museum. Approximately 92% of Airport revenues are derived from leasing these properties. The City’s ability to optimize revenues from the Airport’s leasable space helps ensure the Airport Fund’s financial self-sufficiency and aligns with the City’s priority of Economic Recovery.

There are certain facilities at the Airport that due to their size or complexity within the rental market require the expertise of a commercial real estate broker that can optimize marketing and negotiations to yield maximum revenues for the City. The Airport currently contracts with Corporate Realty Group (CRG) for professional commercial real estate brokerage and consulting for five of the Airport’s non-aviationrelated properties, representing approximately 215,000 square feet of non-aviation uses and commercial office space.

The City’s contract with CRG will expire on August 31, 2023. To ensure the continuity of such services, the City issued an RFP for the selection of a vendor to provide nonaviation commercial real estate brokerage, and consulting services at the Airport.

Staff recommends CRG as the best and most qualified firm to provide these services.

If approved by Council, staff will proceed to negotiate a new professional services agreement with CRG and have it become effective on September 1, 2023.

Scope of Services
Brokerage services include facilitating, negotiating, and completing new and renewal lease agreements with the City of Santa Monica for non-aviation properties assigned including artist studios, commercial offices, event venues, shops, and restaurants.

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CRG will provide consulting services in matters relating to non-aviation real estate brokerage and lease negotiations.

Pricing
Commissions
CRG ’s brokerage fees will be commission based. CRG would be eligible to earn commissions for completing any new or renewal lease agreements at the Airport during the contract period. The new lease commission percentages as well as the renewal rate are favorable to the City as they are less than other brokers’ comparable rates and are consistent with CRG's current rates. The yearly budget amount varies based on the commissions for anticipated new leases and the renewal of expiring leases in each year of the contract, with the City’s largest tenant renewal scheduled for renewal option year two. Commissions would be based on the following terms and conditions:

Table 1. CRG Brokerage Commission Fee Schedule
Reimbursements Years Percentage or Flat Fee With Tenant’s Representative/ Outside Broker
New Term
Leases
1-5 3% of aggregate lease
value
An additional 3% of aggregate
lease value
6-10 1.5% of aggregate
lease value
An additional 2% of aggregate
lease value
New Month-toMonth LeasesEqual to one month’s
rent
An additional 6% or the value of 1
month’s rent, whichever is greater.

Term Lease
Renewals
1-5 2% of aggregate lease
value
Additional 2%-4%
6-10 1% of aggregate lease
value
Additional 1%-2%
Term Lease
Expansions
1-5 2% of aggregate lease
value
An additional 2%-4% of aggregate
lease value.
6-10 1% of aggregate lease
value
An additional 1%-2% of aggregate
lease value.

Consulting Service Fees
CRG will provide five hours of consulting services at no cost for each project (eg. research reports on competitive market rates and financial analyses). CRG will provide

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the City with a proposal and scope of services for consulting projects which exceed five hours. CRG consulting fees are based on the following terms:

Table 2. CRG Consulting Fee Schedule
Personnel Hourly Rates Percentage of Scope of Work
Craig Zund/Principal $225.00 Per Hour 90%
Associates $150.00 Per Hour 10%
Project Manager $125.00 Per Hour On Demand
Consultant Selection
Bidder Recommendation
Best Qualified Firm Corporate Realty Group
Evaluation Criteria Experience and technical competence; quality control; conceptual plan and approach; stability and references, and cost of services based on fair and cost-effective work pricing.

Municipal Code SMMC 2.24.190
Proposals Received
Clear Blue Commercial Muselli Commercial Realtors
Corporate Realty Group Transwestern Real Estate
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
March 10, 2023 City’s Online
Bidding Site
Santa Monica Daily
Press 13 April 14, 2023
Justification to Award
Responses to the RFP were reviewed by a selection panel from the Public Works Department (Airport Division), Economic Development Division, and Architectural Services Division. Proposals were evaluated based on the criteria in SMMC 2.24.190, staff recommends Corporate Realty Group, as the best-qualified firm to provide commercial real estate brokerage, and related consulting services to the Santa Monica Airport based on the firm’s documented expertise in commercial real estate and consulting services, experience with similar projects at the City; conceptual plan and approach, quality control; positive reports from reference checks, and fair and costeffective pricing of services.

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Environmental Review
The award of an agreement for commercial real estate services would have no possibility of significant effect on the environment, and therefore, is exempt pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

Past Council Actions
Meeting Date Description
8/14/2018 (Attachment A) Santa Monica Airport Leasing and Licensing Policy Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Airport Fund to award an agreement with Corporate Realty Group to provide commercial real estate brokerage and related consulting services for the Santa Monica Airport. Funds are included in the FY 2023-25 Proposed Biennial Budget. Future year funding is contingent on Council budget approval.

Agreement Request
FY 2023-24
Request Amount Future Years Department # Total Contract Amount $121,599 $645,847 57500001.552010 $767,447
Prepared By: Ria Valas, Real Estate Project Manager
Approved Forwarded to Council
Attachments:

A. Airport Leasing and Licensing Policy 2018-08
B. Oaks Initiative Form - Corporate Realty Group (CRG)

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1 SANTA MONICA CITY COUNCIL AIRPORT LEASING AND LICENSING POLICY Purpose. The purpose of this Airport Leasing and Licensing policy is to establish and declare City policy on matters related to airport leasing. This Leasing Policy shall be used by the City Manager to analyze leasing and licensing issues, to present leasing and licensing recommendations to the City Council, and to render leasing and licensing decisions under the authority granted by the City Council.

By adopting the Airport Lease Policy, the City Council seeks, to the extent consistent with the Consent Decree signed by the City of Santa Monica and the U.S. Justice Department on behalf of the Federal Aviation Administration, to have an airport tenant mix that:
• Is harmonious with the nearby built environment by protecting the health and safety of Airport neighbors.
• Maintains a sustainable Airport Fund that is independent from the General Fund and other subsidies.
• Comports with any applicable legal requirements and protects the City’s rights that relate to leases at theAirport.
• Continues to provide opportunities for arts, education, and culture, including, but notlimited to,the Artist Space Programadministered in conjunction with Cultural Affairs Division.
• Establishes practices and procedures for evaluating potential leasehold interests, and for lease management and administration. • Fosters uses and practices that are sensitive to the environment and protect the health of Airport neighbors and users and protect the City from future environmental damage exposure.

General Provisions. The majority of the Airport revenue is derived from leases. To help support the Airport’s fiscal self‐sufficiency, all rents, fees, and charges must reflect fair market value. To achieve the goals of the Leasing Policy, the policy shall be managed in a manner consistent with the following standards:

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting 2 SECTION A: USES

1. Authorized Uses: Authorized uses include: (a) uses required by the Consent Decree; and (b) low intensity uses that are compatible with surroundinguses, serve the adjacent community, and are consistent with the City's environmental goals and policies. Examples of uses in category (b) include, but are not limited to: parks and open space, arts/cultural, creative space, professional theaters, museums, artist studios, art galleries, photograph studios, uses customary or incidental to the production or distribution of motion pictures, educational facilities, professional and general offices, public or private schools existing prior to September of 1984, warehouses, self‐storage/public mini‐warehouses, and restaurants with 500 square feet of floor area or less.

2. Conditionally permitted uses: Parking and automobile storage lots and structures. Restaurants with over 500 square feet of floor area.

Theaters. New public or private schools or educationalinstitutions.

3. Prohibited Uses: Prohibited uses include: any use involving the manufacture, processing, storage, or treatment of products, which by nature of the operation is likely to be obnoxious or offensive to the surrounding environment; construction of new general office buildings; any use not specifically authorized as a permitted or conditionally permitted use; and high intensity uses that are incompatible with the surrounding residential uses.

SECTION B: TERMS AND CONDITIONS

1. Term for Hangars. All hangars shall be leased on a month‐to‐month basis.

2. Term for Tie‐Downs. All tie‐downs shall be leased on a month‐ to‐ month basis.

3. Term for Aeronautical Service Providers. Consistent with the terms of the Consent Decree, aeronautical service providers may be offered up to three‐year lease terms that comport with this Leasing Policyand the Minimum Standards for Commercial Aeronautical Services at Santa Monica Municipal Airport (the “Minimum Standards”), so long as the

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting 3 expiration date of the lease does not extend beyond December 31, 2028.

4. Term for Non‐Aviation Tenants. Lease terms may be month‐to‐month or longer. However, no lease shall have a term that goes beyond December 31, 2028.

5. Environmental Responsibility. New requests to lease and existing leases shall be reviewed to assess potential negative effects on the environment. The City may require environmental studies or testing as appropriate and necessary, and any needed remediation shall be performed prior to establishment of new uses. All lessees shall be responsible for any environmental contamination, resulting from their prior use, as a condition to a renewed or extended lease.

Environmental clean‐up will be required as a condition of any renewal or extension. At the time of the application, an assessment of the proposed use will be conducted, and appropriate insurance and/or remediation requirements will be incorporated into the lease based on proposed usage.

6. Rates. All new and renewed leases will be leased at prevailing market rates and rates will be adjusted to stay current with market conditions and as new/renewed leases arise.

7. Percentage Rent Provision. In addition to a base rent, the City may elect to require that certain leases include a percentage rent provision, which can be differentiated by categories of sales. The City shall have the right to audit tenant's financial records to ascertain that the gross salesfigures reported by the tenant are accurate.

8. Existing Tenants. All existing airport tenants will be given the opportunity to submit a lease application to the City. The City is under no obligation to offer lease agreements. Submitting an application to the City does not obligate the City to enter into lease negotiations, offer a lease agreement, or execute a lease agreement. The decision to execute a lease agreement will be made solely within the City’s discretion as landlord and property owner.

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting 4 9. Whole Building Leases. Whole building leases may, at the City’s discretion, be subject to public Requests for Proposals intended to optimize leasehold occupancy and the self‐sustainability of the airport.

Tenants under a whole building lease shall be responsible for maintenance and repair of said buildings.

10. Transfer of Interest. Space sharing is prohibited without the written consent of the City and granting or withholding consent will be conditioned on express standards and conditions set forth in thelease.

11. Lease and License Areas. Operation and improvements to lease and license areas are subject to the City’s standard regulatory rules, review and approval process.

12. Triple Net Leases. The City may require tenants to pay all property taxes and assessments (including Possessory Interest Tax), insurance, and utilities.

13. Commercial Operations Permit (COP). Prospective tenants proposing to use the Santa Monica Airport to engage in an activity that requires a business license from the City are required to acquire a commercial operations permit issued by the City Manager. All COPs will be presented to the Airport Commission for their recommendation and comment prior to City Manager’s approval.

14. Master Tenants. Master tenant agreements are to be phased out in an orderly transition.

15. Sub‐Leasing. New sub‐leasing shall be prohibited. Existing sub‐ tenancies shall be subject to an orderly phase‐out at the sole discretion of the City.

16. Insurance. Airport lease agreements shall minimize the City’s financial and economic risk, by incorporating reasonable indemnification and insurance provisions.

17. Daily and Transient Users. Daily and transient uses shall be permitted.

SECTION C: PERFORMANCE STANDARDS

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting 5 1. Compatible and Harmonious. All lessees shall use the airport and any airport property in a manner that is compatible with City policies and with the adjacent residential uses; to encourage activities that complement adjacent residential and commercial uses; to establish practices that are sensitive to the environment and protect the City from future environmental exposure; and for aeronautical service providers, comply with the MinimumStandards.

2. All City‐owned buildings appropriate and suitable for leasing may be subject to a public procurement and solicitation process to identify prospective tenants and licensees whose financial and professional experience, and products and/or services are consistent with the Leasing Standards set forth herein.

3. All prospective tenants must submit a Lease or License Application to the City. Information contained in the Lease Application shall describe the proposed use for the available space; provide information about the respondent; provide references; describe in detail the financial capability of the respondent to perform; and set forth preliminary terms and conditions.

4. Hangars
a. Hangars that have a land lease agreement with the City will be on a month‐to‐month tenancy under a City approved lease agreement which will be updated as deemed necessary by the City.

5. Recruitment for artist day studios will adhere to the criteria set forth by the Cultural Affairs Division of Community and Cultural Services Department. Candidate tenants for available Artist Day Studio space are required to file Program applications for screening purposes, and qualifying artists are selected only from the screened waiting list.

SECTION D: MAINTENANCE AND TENANT IMPROVEMENTS

1. All leaseholders shall be responsible for maintaining their facilities in attractive and safe condition, in compliance with applicable building and

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting 6 life safety codes and all applicable environmental laws, ordinances, regulations and other city standards.

2. Facilities will be inspected prior to new or extended leasehold occupancy and refurbished, by the City or tenant (at the City’s election), to a decent, safe and sanitary condition appropriate for use. If tenant makes improvements to the facility as a mutually agreed upon condition of a lease, the City must first review and approve the proposed design and scope of work. All necessary building permits must be obtained, and the work must be inspected for compliance with applicable code(s).

Appropriate rental credits for the approved work performed may be negotiated as part of the lease. Any Tenant Improvement Credit that exceeds two months’ worth of tenant monthly rent must be approved by the Airport Director.

3. Each tenant or licensee will be responsible for interior maintenance and repair at its sole expense, and the City generally will retain responsibility for maintenance and repair of roofs, building exteriors, landscaping and common use parking for all Airport‐managed leaseholds unless otherwise specified in the lease or license. Tenants who lease whole buildings from the City will be responsible for any and all maintenance, repair and improvements including roofs, building equipment and exteriors of the facilities as well as interior maintenance and repairs.

4. Tenants shall respond to the City’s written inquiries regarding any complaints or issues. Tenant will provide an action plan for improvement if so requested by the City.

5. As applicable, the above requirements may be incorporated in leases, licenses and other agreements. In addition, the City may add to any Lease or License further or different or additional operational and performance standards as the City concludes are appropriate to the particular Tenant’s operation.

6. Upon confirmation that the proposed tenancy is consistent with this Leasing Policy, a lease agreement will be prepared for review by the City Attorney and execution by the prospective tenant before being referred

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting 7 to the City Manager for approval. Leases for terms greater than terms specified in these guidelines require City Council approval.

SECTION E: LEASE APPROVALS AND DELEGATION OF AUTHORITY

1. The City Manager has the authority to negotiate and execute month‐to‐ month leases, leases with aeronautical service providers, and leases that expire prior to or on December 31, 2028, provided the City Manager finds the proposed use is consistent with this Leasing Policy, the Minimum Standards, and the Consent Decree. To be valid, such leases must be on the basis of written agreements prepared and approved as to form by the City Attorney. Leases for terms of occupancy of more than five years or with an expiration date beyond December 31, 2028, or otherwise outside the parameters established by this Policy, will require City Council approval.

2. The City may cooperate with commercial real estate brokers who are authorized to negotiate leases on behalf of prospective tenants.

SECTION F: GENERAL PROVISIONS
This Leasing Policy may be altered by the City at any time, in its sole discretion, and shall not create any right or reliance interest for any person.

Updated August 2018

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Attachment: Airport Leasing and Licensing Policy 2018-08 (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting

CITY OF SANTA MONICA

OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS

AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,

OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

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Attachment: Oaks Initiative Form - Corporate Realty Group (CRG) (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting

CITY OF SANTA MONICA

OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.

Public benefits include:

1. Personal services contracts in excess of $25,000 over any 12-month period;

2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period;

3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period;

4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;

5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000;

6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or

7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period.

Name(s) of persons or entities receiving public benefit:

Name(s) of trustees, directors, partners, and officers:

Name(s) of persons with more than a 10% equity, participation, or revenue interest:

Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ FOR CITY USE ONLY:

Bid/PO/Contract # ____________________________ Permit # ___________________________ Craig Zund Owner / CEO
5/11/23
[email protected] (310) 570-5011
Corporate Realty Group, Inc
Craig Zund
Craig Zund

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Attachment: Oaks Initiative Form - Corporate Realty Group (CRG) (5539 : Award RFP Airport Commercial Real Estate Brokerage and Consulting City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.B
1 of 5
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Office of Sustainability & the Environment
Subject: Approval of Reinstatement and 2nd Modification of Agreement with ChargePoint, Inc. for EV Charging Equipment Software and Maintenance Services
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of categorical exemptions pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines.

This would result in a ten-year reinstated and amended agreement with a new total amount not to exceed $970,797 with future year funding contingent on Council budget approval.

Summary
As part of the City of Santa Monica’s efforts to expand and upgrade EV charging infrastructure, the City entered into a five-year agreement with ChargePoint, Inc., in 2018 for EV charging equipment, software, and maintenance services following a competitive procurement process. The City owns and operates the ChargePoint stations and coordinates maintenance as needed, but is switching to a third-party turnkey model for future EV charger installations. Staff recommends modifying agreement #10507 with ChargePoint, Inc., in the amount of $304,425, to extend the proprietary software services and cover maintenance costs for up to five years on existing stations. This

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would result in a ten-year reinstated and amended agreement with a new total amount not to exceed $970,797.

Discussion
ChargePoint was selected in 2017 to supply EV chargers for the City’s participation in Southern California Edison (SCE) Charge Ready program to install chargers on the rooftop of the Civic Center Parking structure. Under the program, site hosts receive free electrical infrastructure, including design, permitting and construction, and a partial rebate for the charging equipment. The City has subsequently participated in this program at Beach Lot 5 South and two pending sites at Virginia Avenue Park and Clover Park. The site host is responsible for the purchase and installation of the EV chargers and the program requires these chargers to be networked, or “smart” chargers. Smart chargers are capable of tracking station use and energy consumption, collecting payments, and providing charger status and availability to EV drivers, among other features.

The original agreement, signed in February 2018, was for fleet chargers to support the City’s growing EV fleet for $173,125. The first modification was approved in May 2018 to include public EV chargers with a new not to exceed amount of $666,372 over five years. Santa Monica currently owns and operates 133 standard level 2 ChargePoint stations, including public and fleet units. This does not include other station models or Big Blue Bus ChargePoint chargers, which are handled under separate agreements.

ChargePoint was selected through a competitive procurement process as the best bidder in 2017 due to their experience, strength of existing network and user base, integrated product and services, and value of services. Due to the emergence of new EV charging service providers that will install and maintain level 2 public chargers at no cost to the City, the City will no longer be procuring ChargePoint stations for new public locations. A new vendor will install future public chargers, owned by the vendor, and replace old and faulty infrastructure on a site-by-site basis in coordination with the City.

They will pay for electricity costs and retain charging revenues. This option is not

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available for City fleet chargers because there is no revenue component associated with fleet charging.

Software costs will be paid to ChargePoint on an annual basis to maximize flexibility in switching station providers. Maintenance/repair costs will be paid as needed. Software costs are $345 per port per year and station repair costs are estimated to be $15,000 per year based on previous repair costs across the City’s charging network.

Fiscal Year # EV Chargers Software Costs Maintenance Costs Total FY23-24 133 $45,885 $15,000 $60,885
Estimated 5-Year Total
Software Costs $229,425
Maintenance $75,000
Total $304,425
To ensure continuity of the City’s existing charging network, the ChargePoint agreement would be reinstated and modified to extend software services and to cover limited maintenance costs as needed. As public ChargePoint units break, staff will assess whether to replace them with the new vendors’ units or to repair the ChargePoint units.

ChargePoint software and station parts are proprietary and cannot be served by another vendor.

Environmental Review
The modified agreement with ChargePoint is categorically exempt from CEQA pursuant to Sections 15301 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. The agreement with ChargePoint would provide for maintenance of existing software and EV chargers and therefore, is categorically exempt from CEQA pursuant to Section 15301.

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Past Council Actions
Meeting Date Description
07/25/17
(Attachment A)
Original bid and award of agreement with ChargePoint, Inc. for EV charger procurement; authorization to participate in the Southern California (SCE) Charge Ready program for the Civic Center Parking Structure rooftop
11/14/17
(Attachment B)
Council adopted EV Action Plan
03/06/18
(Attachment C)
Modification to agreement with ChargePoint to expand
procurement and services from fleet-only to public chargers 05/28/2019
(Attachment D)
Council authorized participation in the SCE Charge Ready program for Beach Lot 5 South
11/09/2021
(Attachment E)
Council authorized participation in the second phase of the SCE Charge Ready program for multiple sites, including Virginia Avenue Park and Clover Park
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to reinstate and extend agreement #10507 with ChargePoint Inc. for EV charger software and maintenance.

Funds are included in the FY 2023-25 Proposed Biennial Budget and the proposed FY 2023-24 Exception-Based Capital Improvement Program Budget. Future year funding is contingent on Council budget approval.

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Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2023-24
Modified Request
Amount
Future Year
Modified Request
Amount
Dept/CIP
Account #
Total
Revised
Contract
Amount
10507
$666,372 - - Various $666,372
- $20,593 $83,944 01500034.529050 $104,537
- $40,292 $159,596 C1007490.689000 $199,888
Total $666,372 $60,885 $243,540 $970,797
Prepared By: Ariana Vito, Sustainability Analyst
Approved Forwarded to Council
Attachments:

A. ChargePoint Award (Web Link)
B. EV Action Plan (Web Link)
C. ChargePoint Modification (Web Link)
D. SCE Charge Ready - 2019 (Web Link)
E. SCE Charge Ready - 2021 (Web Link)

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City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.C
1 of 5
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Award Contract to PCI for the Airport Runway Rubber Removal, Crack Seal, and Restripe Project
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Sections 15301 (Existing Facilities) and 15302 (Replacement/Reconstruction), of the California Environmental Quality Act (CEQA) Guidelines.

2. Award Bid # SP2462 to WGJ Enterprises Inc., dba PCI, for the Airport Runway Rubber Removal, Crack Seal, and Restripe for the Public Works Department.

3. Authorize the City Manager to negotiate and execute a contract with PCI, in an amount not to exceed $1,044,280 (including a $94,935 contingency).

4. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.

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Summary
The City of Santa Monica Airport Runway Rubber Removal, Crack Seal and Restripe Project consists of the following scope of work to comply with current Federal Aviation Administration (FAA) guidelines and planned airport operations:
• Rubber removal from the surface of the runway.
• Application of crack seal where necessary.
• Removal of existing striping and pavement markings within the helipad area in order to crack seal, slurry, and update markings.
• Restriping and remarking of all airside areas including the runway and taxiways.

WGJ Enterprises Inc., dba PCI, is recommended for the construction of the project at a cost not to exceed $1,044,280.

Discussion
The goal of this project is to rehabilitate the Santa Monica Airport’s pavement and markings to be consistent with current FAA guidelines and planned airport operations as prescribed. The project consists of removing the rubber build-up from the runway, restriping all existing airside markings, replacing the existing joint sealant, if necessary, and updating pavement markings within the helipad area.

The construction would take approximately 21 calendar days to complete; five of which would require full runway closures at night to accommodate work on the runway.

Following the full nighttime closure, the remaining 16 calendar days would be used to complete construction outside the runway area during the day.

Informational meetings to minimize impacts from this construction would be held 30 days in advance of beginning the work. These meetings would include outreach efforts with airport tenants, aviation organizations, and the Airport Commission. Lastly, a Notice to Air Missions providing detailed information on the planned work and airport closures would be filed with the appropriate regulatory authorities.

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Vendor Selection
Best and Only Bidder WGJ Enterprises Inc., dba PCI
Submittals Received Selection Criteria
WGJ Enterprises Inc., dba PCI $949,345 Municipal Code SMMC 2.24.180 Evaluation
Criteria
Price; the quality of services offered; the ability, capacity and skill of the bidder to perform or provide the materials or services; the capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference; the sufficiency of the bidder’s financial resources; the character, integrity, and reputation. The City shall have absolute discretion in determining the applicability and weight of the criteria listed above.

The City is not required to select the bid with the lowest price.

Bid Data
Date
Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
03/30/2023 City's Online
Bidding Site Santa Monica Daily Press 33 04/27/2023
Additional Vendor Outreach & Justification to Award
Staff conducted additional outreach to understand why certain vendors downloaded bid documents but did not submit a bid. It seems that following recent rain events, paving and striping contractors have accumulated an unusual amount of backlog projects due to the amount of damaged pavement in the surrounding area. In addition, contractors have mentioned a reduction in staff which has led to their inability to bid all projects. Although only one bid was received, staff believes PCI is a capable contractor with a positive track record. Staff recommends PCI for their previous positive experience with the City and past project experience with similar scopes of work. Such similar projects include a $4.2 million contract for rubber removal and striping with John Wayne Airport in Orange County. Projects reviewed by staff were completed within the last three years by the contractor. Staff checked references for these projects, and all reported the contractor's quality of work was good and the projects were completed in a timely and cost-efficient manner. The State Contractor’s License Board verified that the Contractor's license is active and in good standing. Based on these criteria, PCI is recommended as the best bidder.

Environmental Review

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The project is categorically exempt from CEQA pursuant to Section 15301 and Section 15302 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Section 15302 exempts Class 2 projects which “consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced”. The project consists of the rehabilitation of Santa Monica Airport’s pavement and markings and would not change the airport’s existing purpose and capacity. Therefore, the project is categorically exempt from CEQA.

Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Airport Fund to award a contract with WGJ Enterprises Inc., dba PCI, for the Santa Monica Airport Runway Rubber Removal, Crack Seal and Restripe Project. Funds are included in the proposed FY 2023-24 Exception-Based Capital Improvement Program Budget.

Contract Request
FY 2023-24 Budget
Request Amount CIP Account # Total Contract Amount
$1,044,280 C5704710.689000 $1,044,280

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Prepared By: Phillip Ticun, CIP Project Manager
Approved Forwarded to Council
Attachments:

A. Oaks Initiative Form - WGJ (dba PCI)

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Attachment: Oaks Initiative Form - WGJ (dba PCI) (5737 : Airport Runway Rubber Removal, Crack Seal, and Restripe) City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.D
1 of 3
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Approval of Fifth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines; and

2. Authorize the City Manager to negotiate and execute a fifth modification to Agreement 9784 (CCS) in the amount of $19,132 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 10 year and 6 month amended agreement with a new total amount not to exceed $207,746, with future year funding contingent on Council budget approval.

Summary
In 2013, the City entered into a Professional Services Agreement with Carahsoft/IQM2 for an agenda management software system to support City staff’s process of preparing City Council items, agendas and meeting packets. The current contract expires on June 30, 2023, and staff recommends that Council authorize the City Manager to negotiate and execute a fifth modification to Agreement 9784 (CCS) for 9 months, with no renewal options, for a total modification amount of $19,132. This will result in a contract not to exceed the amount of $207,746. Extending this contract will maintain services while staff completes the Request for Proposals (RFP) to replace the current system, implement the new system by December 2023 and allow for a 3-month contingency budget.

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Discussion
At its August 13, 2013, meeting, the Council authorized the City Manager to negotiate and execute a five-year Professional Services Agreement with Carahsoft/IQM2 for an agenda management system following a competitive procurement process. On May 6, 2014, the contract was modified administratively to revise the Scope of Services to customize templates. During the term of the contract, IQM2 was acquired by Accela in June 2014, and then Accela sold its system to Granicus in March 2018. The second modification with Carahsoft/Granicus, continued service for one year, with three oneyear renewal options. The third modification exercised the third one-year renewal option. The fourth modification extended the contract while staff conducted a RFP to replace the current system. The RFP was issued in April 2023, is currently in the Evaluation Phase and an award is anticipated in fall of 2023. The extension with allow time for implementation before transitioning to the new system at end of 2023.

Environmental Review
The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the State Implementation Guidelines (common sense exemption). The proposal would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, no further environmental review under CEQA is required.

Past Council Actions
Meeting Date Description
08/13/13
(Attachment A)
Original bid and agreement electronic agenda management services
06/14/22
(Attachment B)
Most recent modification
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of the agreement with Carahsoft/Granicus for a 9-month software renewal of an agenda management system.

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Agreement Modification Request
Agreement # Current
Authorized
Amount
FY 2023-24
Budget Modified
Request Amount
Dept/CIP Account # Total Revised
Contract
Amount
9784 $188,614 $19,132 01110001.552010 $207,746
Future year funding is contingent on Council budget approval.

Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. August 13, 2013 Staff Report (Weblink)
B. June 14, 2022 Staff Report (Weblink)
C. Oaks Initiative Form
D. Contract 9784 (CCS)

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CITY OF SANTA MONICA

OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS

AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,

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Attachment: Oaks Initiative Form (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

CITY OF SANTA MONICA

Public benefits include:

1. Personal services contracts in excess of $25,000 over any 12-month period;

2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period;

3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period;

4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;

5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000;

6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or

7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period.

Name(s) of persons or entities receiving public benefit:

Name(s) of trustees, directors, partners, and officers:

Name(s) of persons with more than a 10% equity, participation, or revenue interest:

Bid/PO/Contract # ____________________________ Permit # ___________________________

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Attachment: Oaks Initiative Form (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) I.

Contract No.q7i!j (CCS)

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement"), entered into as of tfJd · 1, 2013 ("Execution Date"), by and between the City of Santa Monica ("City") and IQM2/Carahsoft ("Consultant"), is made with reference to the following:

RECITALS
A. TI1e City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.

B. Consultant is qualified to do business, and is doing business, in the State of California. Consultant represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Agreement.

C. The City and Consultant now desire to enter into an agreement for Consultant to provide software, professional services and web hosting services to the City for an agenda management system.

Now, therefore, the parties agree as follows:

TERMS AND CONDITIONS

1. Term. This Agreement begins on the Execution Date and terminates on June 30, 2018.

2. Consultant Services. Consultant will perform all of the services ("Services") described in the City's Request for Proposal (RFP), Exhibit A, Consultant's Proposal (Proposal), Exhibit B, and Consultant's Terms (Exhibit C).

3. City Services. The City agrees to:

3.1. Make available to Consultant any currently existing documents, business process data or information required for the performance of the Services.

3.2. Designate a representative authorized to act on behalf of City.

3.3. Promptly review, test and render findings on all system configuration parame, ters submitted for City staff's review by Consultant.

4. License Grant. In consideration of the City's promises contained in this Agreement, Consultant grants to City, and City accepts, subject to the terms and conditions set forth in this Agreement, a perpetual, non-exclusive and non-transferable license to use the Licensed Products indicated in the Terms attached hereto as Exhibit C. Specifically, City is licensed to install and use the Client Software on an unlimited number of workstations. Consultant represents that it possesses all rights and interest in the Software Product to enter into this Agreement.
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

5. Compensation. The City will compensate Consultant for the Services in an amount not to exceed $85,357, as set forth in Exhibit B.

6. Invoices. Consultant will invoice the City monthly for the Services and the City will pay any undisputed amount within 30 days of receipt.

7. Notices. All notices, demands, requests or approvals to be given under this Agreement, must be in writing and will be deemed served when delivered personally, by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:
7 .1. All notices, demands, requests or approvals to the City:

City of Santa Monica
1685 Main Street, Room 105
Santa Monica, California 90401
Attention: Jory Wolf
7 .2. All notices, demands, requ.ests or approvals to Consultant:

IQM2, Inc.
100 Comae Street
Ronkonkoma, NY 11779
Attention: Doug Eden

8. Independent Parties. Both parties to this Agreement will be acting in an independent capacity and not as agents, e1nployees, partners, or joint venturers of one another.

Neither the City nor its officers or employees will have any control over the conduct of Consultant or any of Consultant's agents, employees, or subConsultants, except as otherwise provided in this Agreement.

9. Integrated Contact. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature arc merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement.

This Agreement may be modified only by written agreement signed by City and Consultant, and approved as to form by the City Attorney.

10. Insurance. Prior to co1n1nencing work, Consultant rnust procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by Consultant or Consultant's agents, representatives, employees or subConsultants for the duration of this Agreement. Consultant 1nust obtain insurance that, at a tninhnum, meets the re, quirements for insurance set forth in Exhibit D, Insurance Requirements and Verifications.

11. Cost of Litigation. If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of any alleged breach of any provision of this Agreement, the prevailing party is entitled to receive from the losing party all reasona2

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ble litigation costs, disbursements and expenses, and such amount as the court may adjudge to be reasonable attorney's fees.

12. Defense and Indemnification.

12.1. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees against any or all loss, damages, liability, clailns, suits, costs, expenses, and judgments, whatsoever, including rca~ so nab le attorney's fees, arising from the negligent or willful acts, errors or omissions of Consultant or Consultant's officers, agents, employees or subConsultants, in the pcrfonnancc of services, activities or work conducted pursuant to this Agreement.

12.2. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees, from and against any and all claims and losses whatsoever, including reasonable attorney's fees occurring to or resulting from any and all persons, firms, or corporations employed or contracted by Consultant or Consultant's subConsultants in connection with Consultant's services under this Agreetnent.

13. Prohibition against Transfers.

13.1. Consultant may not assign, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City's consent will be null and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer.

13.2. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant or of any general partner or joint venturer or syndicate member of Consultant, if a partnership or joint venture or syndicate exists, which results in changing the control of Consultant, will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.
14, Permits and Licenses. Consultant, at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.

15. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement.

16. Default and Termination.

16.1. If Consultant fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City's written 3 5.D.d
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) notice of default specifying the nature of the default, City may immediately terminate this Agreement by written notice to Consultant.

16.2. The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days' written notice to Consultant. Upon termination of this Agreement, City will pay Consultant any compensation earned and unpaid up to the effective date of termination.
17, Compliance with Law. Consultant must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

18. Discrimination. Consultant may not discriminate in the provision of services hereunder because of race, color 1 religion, national origin, ancestry, sex, age, sexual orien, ration, marital status, AIDS or disability.

19. Nuisance. Consultant 111ay not 1naintain, comn1it, or permit the 1naintenance or co1n1nission of any nuisance in connection with the perforrnance of services under this Agreement.

20. Standard of Care. Consultant agrees to provide all Services, including services performed by any subConsultant, in a manner consistent with the level of care and skill ordinarily exercised by members of Consultant's profession currently practicing in the same locality under similar conditions.

21. SubConsultants.

21.1. If Consultant proposes to have any subConsultant perform any part of the Services, Consultant must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subConsultant, and the total price or hourly rates used in preparing an estimated cost for the subConsultant's services. The City, in its sole discretion, may grant or deny the request.

21.2. Consultant will be responsible for the quality of any subConsultant's work. Every subcontract or agreement of any kind entered into between Consultant and any subConsultant (or between any subConsultant and others) must contain the following provision:

This agreement is consistent with all terms and conditions of the Agreement No. ______ (CCS) entered into between the City of Santa Monica and Consultant on _________ .

22. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.

23. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature 1nust be exercised after termination of this Agreetnent, will survive tennination 4 5.D.d
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) and remain effective for a reasonable time. Any obligation that accrued prior to ter, mination of this Agreement will survive termination of this Agreement.

24. Confidentiality. Each party shall hold in confidence and shall not disclose (except on a confidential basis to its employees, contractors and Consultants who need to know and who agree to preserve the confidentiality thereof) all confidential information re, ceived from the other party in the same manner and to the same extent as it holds in confidence its own confidential information, and shall not use any such confidential information except for purposes contemplated by this Agreement. Notwithstanding the foregoing, confidential information shall not include any information which: (i) is or becomes part of the public domain through no act or omission on the part of the receiving party, (ii) is in the receiving party's possession, as evidenced by a writing, without an obligation of confidentiality with respect thereto, at or prior to the time of disclosure under this Agreement, (iii) is released from confidential treatment by writ· ten consent of the disclosing party; (iv) is disclosed to the receiving party by a third party with the legal right to do so; or (v) is required to be disclosed pursuant to any le, gal, regulatory, or other governmental proceedings.

IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written.

ATTEST:

SARAH P. GORMAN
City Clerk
5 CITY OF SANTA MONICA,
a 1nunicipal corporation
By:~

ROD GOULD -----
City Manager
IQM2, INC.
~m:9~~"'
Title: Gou

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBIT A
Request for Proposal (See Attached)

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
The City of Santa Monica is seeking an agenda management software system to assist with the development of public policy presented to the City Council.

The primary purpose is to assist City staff in the development of staff reports for City Council meetings.

April 1
2013
e
···-~
®

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
Table of Contents

1.0 Goals and Objectives ................................................................................................................................. - 2 -

2.0 Background ................................................................................................................................................ - 2 -

3.0 Scope of Work ........................................................................................................................................... - 3 -

4.0 Specifications and Requirements .............................................................................................................. - 4 -

5.0 RFP REVIEW CRITERIA ...................................................................................................................................... - 8 -

6.0 VENDOR RESPONSE .......•................................................................................................................................. - 9 -

1. INTRODUCTION ............................................................................................................................................. - 9 -

2. EXPERIENCE ................................................................................................................................................... - 9 -

3. QUESTIONS .................................................................................................................................................... - 9 -

4. SCHEDULE .................................................................................................................................................... - 10 -

5. COSTS ........................................................................................................................................................... - 11-

6. REFERENCES ................................................................................................................................................. - 11 -

7. EQUIPMENT SPECIFICATIONS ...................................................................................................................... - 11-

7.0 RFP SUBMITTAL ............................................................................................................................................. - 12 -

8.0 RFP SCHEDULE ............................................................................................................................................... - 13 -

9.0 INFORMATION AND INQUIRIES ..................................................................................................................... -13 - ATTACHMENT A- BUSINESS LICENSE ................................................................................................................. • 14 - ATTACHMENT B- INSURANCE REQUIREMENTS ................................................................................................. -16 - ATTACHMENT C - NON COLLUSION AFFIDAVIT TO ACCOMPANY ...................................................................... · 18 · ATTACHMENT D -OAKS INITIATIVE NOTICE ....................................................................................................... - 20 - ATTACHMENT E -CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS .................................................... • 22 - ATTACHMENT F - LIVING WAGE ORDINANCE ......................................................................................................... 25 ATTACHMENT G - PERSONNEL BENEFITS ............................................................................................................... 29 . 1-

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

1.0 Goals and Objectives
The City of Santa Monica is seeking to implement an agenda management software system to assist with the development of public policy presented to the City Council. The primary purpose of the agenda management system is to assist City staff in the development of staff reports for City Council meetings over a long-range period of time. The system will also be used to prepare agendas for other City boards and commissions.

The following Request for Proposal (RFP) is seeking qualified companies to submit detailed proposals covering system functionality, experience, and abilities in implementing and maintaining an agenda management system.

2.0 Background
The City of Santa Monica is an international tourist destination coastal city located in the western portion of Los Angeles County. The City serves a diverse population of roughly 90,000 residents and 15,000 businesses in approximately 8.3 square miles. The City is a full-service Charter city, providing a wide array of services including City-owned and operated transit services, solid waste services, a cemetery, general aviation airport and public safety. The City is bordered by the City of Los Angeles on the north, south and east.

The Santa Monica City Council meets the second and fourth Tuesday of every month to adopt legislation, provide direction to City administration and to promote the best interests of the community locally and with other governmental agencies. The Council receives research and recommendations from City staff via staff reports. A staff report is information presented to Council in support of a recommended policy decision. They include analysis, alternatives and costs; serve as the official record of an issue and are the basis for Council's decision-making.

The current process to develop a staff report for City Council is paper-driven and requires extensive coordination and staff time. Once approved by the originator's supervisor, reports are sent from the originating department to three reviewing departments. Reviewing departments have a week to simultaneously edit the report and attachments. Originating departments receive feedback in three different formats - email, hand written comments and comments in an excel spreadsheet. After three business days, signed hard copies of revised final staff reports are delivered to the City Manager's Office. Five business days are allotted before all final staff reports are approved. The City Clerk receives the final packet of staff reports from the City Manager's office, makes 22 paper copies, delivers the packets to City Council members and posts the agenda with all staff reports online.
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Figure 1.1
• Originator: Author of a staff report.
• Department Shepherd: A point person who reviews, collects and submits staff reports and attachments. • CAO: City Attorney's Office.
• CMO: City Manager's Office.

The City seeks a single web-based agenda management system to:

1. Manage the generation of staff reports and respective attachments.

2. Move staff reports throughout the organization via a workflow process.

3. Generate a meeting agenda and agenda packet including staff reports and all attachments.

An institutionalized and systematic process would allow for new internal efficiencies and more effective resource management. It must deliver high quality staff reports the City Council has come to expect from City staff. This system would also be used by the 19 City task forces, boards and commissions.

3.0 Scope of Work
The City of Santa Monica, herein after referred to as the City, has the right, at its sole discretion, to add, delete, or change any specifications or requirements to meet its needs.

The City intends to acquire/use a web-based, enterprise-class software application to manage the City's agenda management system. The software should provide tools for planning and managing all aspects of the staff report development process, including but not limited to tracking all aspects of each Council meeting packet, various staff reports and attachments; staff report preparation, review, and final submission via workflow; electronic delivery of meeting packets; automated archiving of these public documents into the City's Laserfiche repository; and tracking of Council actions, managing public speakers and taking minutes during Council meetings.

The City is seeking to implement an agenda management system that generates a forward-looking report of all Council meeting agendas and staff report items for a six month period of time.

The system should allow multiple users in various departments to use a workflow process to track and manage reports, attachments, edits etc. as they move through the organization . • 3 -

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The system should allow for staff report approvers to automatically delegate a colleague whens/he is away.

The system should have definable workflow capabilities to automate the staff report approval process. It should also enable staff to customize report templates with standard formatting and language based on policy action to assist writers and ensure recommendations correctly correspond with budget impacts.

The system should have interface capabilities to retrieve and/or store data from/into disparate systems i.e. send final documents to the City's Laserfiche repository.

The system should generate a single bookmarked .pdf document of a completed meeting packet with attachments for public use. The system should also generate that meeting packet with attachments in an HTML based form available for public use.

The system should have the ability to export finalized agenda packets, inclusive of all elements (i.e. staff reports, attachments, etc.) to the City's website in a manner consistent with the City's existing content policies. All items should be machine-readable, and optimized for both desktop and print, including an "Offline" version of the entire packet which allows users to downloa.d and review the full contents of a given agenda packet without the need for an active Internet connection.

The interested and eligible vendor shall provide the City with a fully functional agenda management system with customization requirements to meet the set of performance features described in Section 4.0 of this Request for Proposal.

Measurable project objectives
• Automate the routing and approval of staff reports
• Automate the creation and posting of Council agenda and meeting packets • Remote access to draft, edit and approve staff reports and meeting packets

4.0 Specifications and Requirements
Responses must clearly show compliance with the specifications outlined below. The City reserves the right to reject without further consideration those responses that are not clearly responsive to the following agenda management system specifications:

4.1 Agenda Management System
• Must support creation of agenda packet documents according to meeting date and agenda type.
• Must provide ability for user to publish the agenda to the web with associated links to supporting documents.
• Must allow creation of draft staff reports that can be edited by reviewers. • Must have an audit log to track edits and comments from staff report reviewers. • Must have the ability to insert images, charts tables and other graphics into the body of a staff report.
• Must allow for staff report authors to enter an estimated time the item will take to be heard during the Council meeting for their item and revise the estimate as the meeting approaches. - 4 -

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• Must allow staff report reviewers and approvers to review and approve staff reports off-site. • Must allow for changing items from one meeting date to another. • Must be the primary location for long range agenda management. • Must create links to supporting materials to agenda item document. • Must allow for unique staff report, agenda, and minutes format used by the City of Santa Monica.
• Must provide interface that allows a user to download the agenda and all supporting materials. • Must provide automatic notification when a document is revised. • Must allow sequential revision from three departments on a single draft version of the staff report.
• Must allow process steps of agenda and agenda items such as draft, revision, and final. • Must have ability to show where. an agenda item is within the workflow process and its status (approved, disapproved), being drafted, final, etc.
• Must have the ability to integrate electronic signature for Department Heads and City Manager upon approval of final reports.
• Must have ability to accept different types of attachments (docx, xlsx, jpg, gif, tiff, and .pdf) to support and link to agenda items, such as text, graphics, word processing applications, spreadsheets, photos, etc.
• Must have ability to automatically convert the Council agenda, staff reports and all attachments used to support staff reports to a single bookmarked .pdf document for printing and on line distribution.
• Must allow an unlimited number of meeting dates to be added and managed by the system. • Must have ability to track ordinances which require two readings, such as two Council meetings, for approval.
• Must allow users to review, edit and revise attachments similar to how a staff report is reviewed, edited and revised.
• Must have ability to incorporate scanned documents as attachments to a staff report. • Must have ability to print entire agenda and all attachments, including correspondence letters from the public, with configurable numbering.

4.2 Security & Administrative Functions
• The proposed system must provide administrative, group and user security. • Must have a Systems Administrator function that can manage security and provide overall system help to users.
• Must have ability to assign user rights based on a users role in the agenda process. • Must have ability to configure system based upon security rights. • Must have dashboard customization options to track agenda items in the agenda process for multiple meetings.
• Discuss common Customizations former clients implemented. • Must have ability to manage multiple boards and commissions. • Must have ability to support simultaneous multiple-user access to all components of the agendas.
• Must secure access to different sections of the system to be defined as read-only, read and - 5 -

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write, or no access.
• Must allow electronic agenda distribution to Elected Officials. • Must allow for unlimited number of users and administrators.

4.4 Public Access
• Must integrate directly with the City's current Granicus Council meeting media system (web and audio streaming).
• Must provide a method to download the agenda and all associated attachments as a single PDF. e Must integrate with future public interfaces that allow public comment, rating of staff reports, and public user registration to facilitate online civic engagement regarding local policy development.
• Must have the ability to integrate software that sends push notifications to the public when specific agenda items are being heard by the City Council. • Must be able to send final documents to the City's Laserfiche document management system

4.5 City's Virtual Computing Environment
The City of Santa Monica features a robust Information Technology infrastructure featuring hardware virtualization, high performance/high availability storage attached network, multiple data centers, single forest/single domain Windows 2008 Active Directory structure, and an enterprise-wide licensing agreement for Microsoft products.

The City's database architecture utilizes Microsoft SQL Server 2008, and is powered via physical and virtual servers running Windows 2008 R2. The city's database servers utilize network storage via a Storage Attached Network for optimum performance, uptime, and scalability. All hardware is server class hardware is provided by Hewlett-Packard Company.

SERVERS:
• Hewlett Packard Proliant BL 460c G7 (Server Blade)
• 2 CPU's, Intel Xeon 6 Core 2667 MHz.
• 96 GB of RAM.
• 25 Tera Byte of storage.
• Fiber Emulex LPe 1205 HP 8 GB Fiber Channel HBA.
• CommVault Backup.

Hewlett Packard Proliant BL 460c G6 (Server Blade)
• Intel Xeon Quad Core 2533 MHz.
• 48 GB of RAM.
• 25 Tera Byte of storage.
• Fiber Emu lex LPe 1205 HP 8 GB Fiber Channel HBA.
• CommVault Backup.

Operating System:
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• VMware Vsphere Cluster version 4.1 or 5
• VMware hypervisor ESXi version 4.1 or 5
• VMware Site Recover Manager (SRM} for Disaster Recovery.

4.6 Technical Requirements
• All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack mounted with a size of lu blade.
• All servers should preferably support SAN storage.
• Database server must run on a Microsoft SQL Server (MS SQL 2005 and above}. • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5.
• The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment.
• The system must fully implement the Microsoft Windows graphical user interface standards.

The City currently operates desktop computers running Windows 7 and Windows 8 Enterprise.

The City operates Windows 2003, Windows 2008 SR2 servers and Windows 2012 servers running Microsoft SQL 2003 r2, Microsoft SQL 2008 R2 and Microsoft SQL 2012. • The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs.
• The City prefers a site/enterprise licensing model that allows for unlimited client licenses. • The software must fully comply with the American National Standards Institute (ANSI} and SQL standards.
• File Management - Must allow for a system Administrator to easily manage the system, including the creation of individual user accounts.
• Provide a minimum of one hundred and eighty (180} days of software support consisting of telephone support via an 800 toll free number. Ongoing software support for subsequent years must also be available through a software maintenance agreement available on a set fee basis.

Technical Requirements
• All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack - 7 -

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mounted with a size of lu blade.
• All servers should preferably support SAN storage.
• Database server must run on a Microsoft SQL Server (MS SQL 2005 and above). • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5.
• The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment.
• The system must fully implement the Microsoft Windows graphical user interface standards.

The City currently operates desktop computers running Windows 7 and Windows XP Professional. The City operates Windows 2003 and Windows 2008 SR2 servers running Microsoft SQL 2003 r2 and Microsoft SQL 2008 R2.
• The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs.
• The City prefers a site/enterprise licensing model that allows for unlimited client licenses.

5.0 RFP REVIEW CRITERIA
Proposals should be submitted in the RFP Response Format as specified in Section 6.0 and should meet the Scope of Work, specifications and requirements in sections 4.0 and 5.0 as defined in this Request for Proposal. An Evaluation Committee comprised of staff from various Departments within the City will review submitted proposals. The Evaluation Committee will compare, rate, and rank the submitted proposals based on, but not necessarily limited to, the following criteria:
• Understanding of the project and responsiveness to project requirements, • Knowledge of and experience providing similar systems for other cities, • Project costs, and
• Project References.

The Evaluation Committee will schedule interviews with the most qualified firms to provide an opportunity for product demonstrations. In addition to scheduled product demonstrations, the City may request access to an active demonstration cqpy of the product software so that City staff can test the product's capabilities.

Following the evaluation process, a recommendation will be made to the City Manager or the City Council to select the Bidder that submitted the best and most responsive proposal as determined by the Evaluation Committee.
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6.0 VENDOR RESPONSE
The following Request for Proposal response format is required and has been designed to facilitate comparison among proposals submitted:

1. INTRODUCTION
Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person.

2. EXPERIENCE
Provide a summary of the Bidder's qualifications and experience with Agenda Management Systems. Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably located in California.

The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces.

3. QUESTIONS
Please provide complete responses to the following:

Agenda Management System

1. Describe the proposed agenda management system.

2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents.

3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents.

4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council.

5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.)

6. Discuss possible conversion/migration process of old agendas, minutes and reports.

7. Please walk through the process, from generation of a staff report to the creation of a public document.

8. Explain the system's reporting functionality, specifically, how to generate a forward-looking report of all council meeting agendas and staff report items for a six month period of time.

9. Explain how a staff report approver will delegate a colleague whens/he is away.

10. Explain how a staff report approver can edit a staff report.

11. Demonstrate with screen shots how the end user portal will exist on the City's website:
http://www.smgov.net/departments/clerk/agendas.aspx.

12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system while they are being added? - 9 -

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13. What are the costs for adding additional templates? Additional users?

14. Do you provide integration with Laserfiche? If so, what are estimated costs and functionality options?

15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions?

16. Explain any minutes preparation functionality available with your system or as an add-on module.

Hardware and Software

17. What web browsers/versions does your system support?

18. What is the suggested hardware server configuration and operating system?

19. What are the complete hardware specifications?

20. What are the requirements for the workstations that use this hardware or software?

21. What are the minimum PC requirements to operate software?

22. If proposed system is not Saas, what are the recommended server and database requirements?

23. How are workflow/notifications handled? What ancillary systems are used to support the product (i.e. Microsoft Exchange? What version?).

Security and Administrative Functions

24. Explain version control with your proposed system.

25. Explain archiving of revision history of information.

26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage).

27. Describe backup and restore features.

28. Explain the retrieval, search and query functionality of proposed product, including capability of full text, keyword, and multiple file extension searching. This would extend to minutes, reports (both formal and adhoc) and agendas.

29. What is the maximum file size for individual attachments (ensuring no latency occurs)?

30. What is the maximum storage size for all information/data?

31. Provide an architecture diagram of the hardware and/or software systems.

32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User.

33. Discuss the process for configuration including the various roles required for implementation and support.

Public Access

34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting.

4. SCHEDULE
The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance. Explain how much City staff time is required in each phase oft he project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates. - 10 -

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Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process.

5. COSTS
The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system.

The vendor must provide a detailed itemized cost breakdown of the following categories:

1. Software licensing and annual renewals

2. Professional services for installation/configuration, travel costs to be included

3. On-site training (specify costs for system administrator training and end-user training)

4. Rates for additional trainings

5. Fee schedules for trainers and hourly rates for customization of product

6. Annual service and maintenance for five years

7. All other miscellaneous costs not listed above
The City reserves the right to select any or all of the components above, or that are included in the proposal.

6. REFERENCES
The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages·outlining this portion of the proposal may be attached to this page.

7. EQUIPMENT SPECIFICATIONS
If the Bidder proposes a system that includes or requires any on-premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed.

Within fifteen (15) calendar days after award of Contract by the City, the proposer to whom the Contract is to be awarded will be notified of the award by telephone or electronic mail. The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements.

The award of the Contract, if it is awarded, will be to the responsible Bidder complying with the instructions contained in this Request for Proposal. The City, however, reserves the right to select the schedules under which the proposals are to be compared, to reject any and all proposals, and to waive any irregularity in proposals received.

The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements. Shortly thereafter, a Notice of Award will be mailed, including the negotiated Contract for - 11-

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execution.

A copy of a professional services agreement, maintenance agreement, licensing agreement and other required documentation is contained in Attachment C. Completion of forms and agreements are finalized in the negotiation process.

7.0 RFP SUBMITIAL
Submit five (5) signed copies of your proposal and one (1) electronic copy in Microsoft Word format or Adobe PDF format in a sealed envelope by 5:00 pm (PST) on Tuesday April 30, 2013. The envelope must be marked in the upper left hand corner with the name and address of the proposer. Proposals shall be sent to:

City of Santa Monica, City Clerk's Office
Attention: Sarah'Gorman, City Clerk
1685 Main Street, Room 102
Santa Monica, California 90401
A proposal will not be accepted after the date and time designated above. It is the sole responsibility of the Bidder to see that the proposal is delivered and received in proper time. Any proposal received after said designated date and time shall be returned to the proposer unopened.

By submitting a response to this Request for Proposal, the Bidder waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this Request for Proposal. The City reserves the right to select any number of qualified finalists. In addition, the City reserves the right to issue written notice to all Bidders of any changes in the proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary. Acceptance of any proposal submitted pursuant to this Request for Proposal shall not constitute any implied intent to enter into a Contract for execution. The City reserves the right to reject any and all proposals. The vendor selected will be under contract to the City of Santa Monica.
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8.0 RFP SCHEDULE
RFP Release April 1, 2013
Vendor Inquiries Due April 15, 2013 by 5:00 pm (PST)
City Response to Inquiries April 22, 2013
Proposals Due April 30, 2013 by 5:00 pm (PST)

9.0 INFORMATION AND INQUIRIES
All inquiries are due by Monday, April 15, 2013 by 5:00 pm (PST), and must be submitted via electronic mail to Sarah Gorman, City Clerk, at [email protected]. Inquiries will be acknowledged via electronic mail, upon receipt. City responses to questions will be compiled and posted in writing on PlanetBids and emailed to a vendor list used to notify potential vendors of the RFP.

For further information, please contact:

Sarah Gorman, City Clerk
Telephone: (310) 458-8211
E-mail: [email protected]
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ATIACHMENT A-BUSINESS LICENSE

CITY OF SANTA MONICA

BUSINESS LICENSE
WHO NEEDS A BUSINESS LICENSE?
The City of Santa Monica Municipal Code requires all businesses operating or located in Santa Monica to obtain a business license. A separate business license is required for each location and for each business activity operated in Santa Monica. The license period is July 1st through June 301h of each year.
· Check where applicable:

1. Do you come into the City of Santa Monica to conduct business? Yes No -.,..-,,,---- ----- 2. Do you deliver parts and/or products in your own company vehicle? Yes No -----
If you checked "yes" to either question, please refer to the information below for business license & insurance requirements.
• If you come into the City of Santa Monica to conduct business, you will be required to have a City of Santa Monica business license AND insurance (see below for descriptions). • If you deliver parts and/or products in your own company vehicle and do not perform any service except delivery, you will be required to have a City of Santa Monica delivery license ONLY.

BUSINESS/DELIVERY LICENSE
Please call 310-458-8745 or visit our website for further information at:

BUSINESS LICENSE APPLICATION

APPLY ON-LINE

DOWNLOAD FORMS TO MAIL IN OR APPLY IN PERSON
• If your business is located at a commercial location in Santa Monica, download and complete the COMMERCIAL BUSINESS LICENSE APPLICATION.
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• If your business is operated from your residence in Santa Monica, download and complete the RESIDENTIAL BUSINESS LICENSE APPLICATION.
• If your business is located outside of Santa Monica and you come into the City to perform work or provide services, download and complete the OUT-OF-CITY BUSINESS LICENSE APPLICATION.
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ATIACHMENT 8- INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering GCL on an "occurrence" basis, including products-completed operations and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease.

If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant.

Other Insurance Provisions

1. The policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status (CGL policy): The City of Santa· Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations.

The additional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85 or both CG 20 10 and CG 20 37. b. Primary Coverage (all policies): For any claims related to this contract, the Consultant's insurance shall be primary as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled, except after 30 days prior written notice (10 days for nonpayment) has been given to the City of Santa Monica. d. Waiver of Subrogation (CGL policy): Consultant hereby grants to the City of Santa Monica a - 16 -

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waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Consultant to reduce or eliminate the deductible or retention applicable to the contracted work or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

Verification of Coverage
Consultant shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.

Failure to Maintain Insurance Coverage
If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agreement. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, City of Santa Monica may purchase such coverage {but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance.

Subconsultants
Consultant shall require and verify that all subconsultants maintain insurance meeting all the requirements stated herein.

Special Risk or Circumstances
The City of Santa Monica reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. - 17 -

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS

ATIACHMENT C- NON COLLUSION AFFIDAVIT TO ACCOMPANY
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES }

PROPOSALS OR BIDS
-------------~being first duly sworn, deposes, and says: that She/He is:
(Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of __________________________________ _
(Insert name of bidder)
Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed.

Affiant further deposes and says: that the bidder has not directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interests of the public body which is to award the contract or of any other bidder, or anyone else interested in the proposed contract; that the bidder has not in any manner sought by collusion to secure for himself, herself, itself, or themselves, an advantage over any other bidder. (strike out words not appropriate)
Affiant further deposes and says that prior to the public opening and reading of bids the said bidder:
(a) Did not, directly or indirectly, induce or solicit anyone else to submit a false or sham bid; (b) Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid, or that anyone should refrain from bidding or withdraw his bid;
(c) Did not, in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix any overhead, profit or cost element of his, her, its, their price, or of that of anyone else; and
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
(d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct.

Signature Name of Bidder
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT D- OAKS INITIATIVE NOTICE

CITY OF SANT A MONICA

OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS

AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER

BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica's voters adopted a City Charter amendment commonly known as the Oaks Initiative. It prohibits a public official from receiving specified personal benefits from a person or entity after the official votes, or otherwise takes official action, to award a "public benefit" to that person or entity. Examples of a "public benefit" include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000.

The Oaks Initiative requires the City to provide this note and information about the Initiative's requirements. An information sheet on the Oaks Initiative is attached. You may obtain a full copy of the Initiative's text from the City Clerk.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person who is seeking a "public benefit." If the "public benefit" is sought by an entity, rather than an individual person, the information includes the name of every: (a) trustee, (b) director, (c) partner, (d) officer, or (e) ten percent interest in the entity. Therefore, if you are seeking a "public benefit" covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form.
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS
CITY OF SANTA MONICA (ity d
S~nH.a ,Uonhrn:I) OAKS INITIATIVE DISCLOSURE FORM
All persons or entities receiving public benefits defined below from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of those with more than a 10% equity, participation or revenue interest. This information is required by City Charter Article XXIITaxpayer Protection.

Name of Entity:--------------------
Name( s) of persons or entities receiving public benefit:

Name(s) of trustees, directors, partners, and officers:

Name(s) of those with more than a 10% equity, participation, or revenue interest:

Public benefits include:

1. Personal services contracts in excess of $25,000 over any 12-month period;

2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period;

3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- . month period;

4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;

5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000;

6. Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any 12-month period; or

7. Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month period.

Prepared by:. __________ _ Signature:. _______________ _ Date:. _____________ _ Title:. ______________ _
FOR CITY USE ONLY:

Bid/PO/Contract# --------- Permit# ____________ _
• 21 -

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT E- CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

CITY OF SANTA MONICA

CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO

BUSINESS WITH THE CITY OF SANTA MONICA

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL

TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL

SANCTIONS UNTIL SUCH TIME AS THE NEW LAW IS REVOKED
The City Council of the City of Santa Monica adopted Resolution No. 10479 (CCS) on May 25, 2010, which requires a review of all current and likely future agreements and contracts with Arizona-based businesses to examine the feasibility of acquiring such products and services elsewhere while the Arizona law remains in effect.

Additionally, vendors offering goods or services to the City of Santa Monica must complete and sign the attached disclosure form; this applies to all solicitations, including but not limited to, bids and proposals. Please review, sign and submit the form with your bid packet prior to the closing date of bid.

Contractors that do not have headquarters in the State of Arizona and those that will not be working with Arizona-headquartered subcontractors to provide goods and/or services as specified in this solicitation will take priority in the bidding process.

NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive.

State of Arizona Disclosure Form - see next page.
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANT A MONICA {lty ~f
Sabta .llonlen''

STATE OF ARIZONA DISCLOSURE FORM

TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO

THE CITY OF SANT A MONICA
Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Please check the appropriate boxes below.

Our company's headquarters are located in the State of Arizona.

D Yes D No
Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona.

D Yes D No
If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica.

If more than one, attach a list of additional subcontractors, including the physical address of each location.

Name of Subcontractor: ----------------------
Street Address:. _________________________ _
City:------------State:. ______ Zip Code:. ___ _
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS ***
**************************************************************************************************** I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Signed: -~-------------------Date: _______ _
Printed name: _________________ Title: _______ _
Name of Company:-------------------------
Street Address of Headquarters: ____________________ _
City: ___ ...:..... ________ State: ______ Zip Code:. _____ _ Telephone# (including area code): ______ _

FOR CITY USE ONLY
NOTES:
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Email:----------

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP

ATTACHMENT F - LIVING WAGE ORDINANCE

CITY OF SANT A MONICA

LIVING WAGE ORDINANCE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

TO DO BUSINESS WITH THE CITY OF SANTA MONICA

THIS BID IS SUBJECT TO COMPLIANCE WITH THE
CITY OF SANTA MONICA LIVING WAGE ORDINANCE (SEE BELOW).

The City of Santa Monica has adopted a Living Wage Ordinance, Chapter

4.65, which requires the payment of a specified minimum wage for work done pursuant to a services contract with the City where the contract amount is $54,200 or more and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses. This Living Wage Ordinance applies to services provided by employees who do not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. The minimum wage is $14.09 an hour for the period commencing from July 1, 2013, up through June 30, 2014. This minimum wage rate is adjusted annually each July 1. Questions concerning the Living Wage Ordinance may be directed to the City Finance Department at (310) 458-8281.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Forms. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please note that the Living Wage Ordinance sets the Minimum Wage at $14.09 per hour and provides for an annual adjustment each July 1st, by an amount corresponding to the previous calendar year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers in Los Angeles, Riverside and Orange Counties. It has been determined that the minimum wage is $14.09 an hour for the period commencing from July 1, 2013 through June 30, 2014.
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Agenda Management System RFP

CITY OF SANTA MONICA

LIVING WAGE ORDINANCE
Certification for Providers of Services to the
City of Santa Monica
(Fiscal Year 13/14-July 1, 2013 through June 30, 2014)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $14.09 per hour1 for certain employees of contractors providing" services to the City where services exceed $54,200 and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. Contractors with collective bargaining agreements covering those employees assigned to contract are exempt from the wage requirements of the Living Wage Ordinance only if the waiver is explicitly set forth in such agreement in clear and unambiguous terms.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions and send the completed, signed Certification to:

City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1717 4th Street, Suite 250
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at [email protected] or by phone 310-458-8281.
1 Adjusted annually each July 1 by an amount corresponding to the previous year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers 1982-84=100 for Los Angeles-Riverside-Orange County, California
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP

CITY OF SANT A MONICA

LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2013, through June 30, 2014

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE - $14.09 per hour
Please read, complete, and sign the following:

THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE 0 THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE 0 If this contract is not subject to the Living Wage Ordinance requirements, please note the reason below and attach supporting documentation for exemption. For example, in order to be exempt pursuant to a collective bargaining agreement, a signed collective bargaining agreement must be attached.
(a) __ _
(b) __ _
(c) __ _
contractor is a government agency and is exempt
contractor is a City grantee and is exempt
contractor is a non-profit corporation and is exempt
(d) __ _ contractor is an employer whose employees are covered by a bona fide collective bargaining agreement where the waiver is explicitly set forth in an agreement in clear and unambiguous terms
(e) __ _ contractor is a corporation providing banking services The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Santa Monica's Living Wage Ordinance (LWO), and the applicability of the LWO, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all terms of the LWO, as mandated in all sections of Santa Monica Municipal Code, Chapter 4.65. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the Director of Finance in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract, which shall 27 5.D.d
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Sarita Monica
Agenda Management System RFP
be grounds for termination. City shall have the right to examine all books and records of the Contractor as they relate to compliance with the LWO. Payroll records shall at a minimum include the full name of each employee performing labor or providing services under the ·contract, job classification, and rate of pay.

These statements are made under penalty of perjury under the laws of the State of California.

Printed Name: _____________ Title:--------------
Signature: _________________ Date:------------
Contractor:

Bid Number (if applicable):

Service Description:
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Agenda Management System RFP

ATIACHMENT G - PERSONNEL BENEFITS

CITY OF SANTA MONICA

PERSONNEL & BENEFITS INFORMATION
Bidders are required to provide the following personnel and benefits information, which will be used by City staff as a tool to conduct bid evaluation and cost analysis for in-house versus outsourced services. Please use a separate sheet of paper if the spaces below are not sufficient.

1. Please indicate the number of supervisors/managers assigned to this work: ___ _
• Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary.
# of Annual
Title Hours Hourly Rate

1. $

2. $

3. $

4. $

5. $

6. $

2. Please indicate the number of full-time employees assigned to this work:
• Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary.
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# of Annual
Title Hours Hourly Rate

1. $

2. $

3. $

4. $

5. $

6. $
NUMBER OF EMPLOYEES AFFECTED BY LIVING WAGE: ----

3. Do your employees receive paid vacations? If so, how many days per year.

4. Do your employees receive paid sick days? If so, how many days per year.

5. Please list all paid holidays, if any.

6. Do your employees receive paid medical benefits (e.g., health, dental, vision)? If yes, do they contribute to their medical, dental, and/or vision insurances or are they fully covered by the company?

7. Do your employees receive life insurance? If yes, do they contribute to their life insurance or are they fully covered by the company?

8. Do your employees receive any type of pension (e.g., 401k) or just social security? If you do offer 401k, does the company match the employees' contribution to the program?
30 .

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Agenda Management System RFP

9. Does your company provide any safety equipment (e.g., back brace, uniforms, working boots, goggles, etc.) to your employees? If so, please list all items.

Does your company issue an employee handout [i.e. a booklet or documents that state the benefits (e.g., health insurance, retirement programs, etc.) to new hires]?
D Yes, for full time employees only
D Yes, for full time and part time employees only.

If yes for either full time or part time employees, please submit a copy of this document with the other information requested.

D No, please state the benefits offered to employees of your company below (attach additional sheets if necessary).
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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBITB
Proposal (See Attached)

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

CARAHSOFT'S RESPONSE TO THE
ity of Santa Monica, CA

EQUEST FOR PROPOSAL
Agenda Management System
T u
May
e s d a y
7, 2013

SOLUTION PROVIDED BY

INTELLIGENT MEETING

MANAGEMENT
CARAHSOFT TECHNOLOGY CORP.
12369 SUNRISE VALLEY DRIVE
RESTON, VA 20191
888.66 CARAH [ WWW.CARAHSOFT COM
Primary Contact:

Katie Dyer
7 o 3 8 8 9. 9 7 o l / [email protected]

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) May 7, 2013
City of Santa Monica, City Clerk's Office
Attention: Sarah Gorman, City Clerk
1685 Main Street, Room 102
Santa Monica, California 90401
carahsoft
technology corp
Re: Carahsoft's Response to the City of Santa Monica's Request for Proposal for Agenda Management System
Ms. Gorman,
Carahsoft Technology Corp. appreciates the opportunity to respond to the City of Santa Monica's Request for Proposal for an Agenda Management System.

Carahsoft is submitting as the IT Schedule 70 GSA Contract holder (GS-35F-0119Y) for IQM2 Inc. As a top ranked GSA Schedule holder, Carahsoft has delivered best value solutions to our government clients for over eight years including many local California governments for exactly the same requirements denoted in this RFP. Additionally, IQM2 has conducted some mutual discovery through a demonstration overview with members of the City of Santa Monica staff. As a result of these exercises, IQM2 believes that our Legislative Management platform is uniquely suited to ensure program success and swift user adoption for the City.

Carahsoft is in receipt of Amendments 1 and 2.

Please feel free to contact me directly at 703.889.9701/[email protected] or Craig Abad 703.871.8501/[email protected] with any questions or communications that will assist the City of Santa Monica in the evaluation of our response. This proposal is valid for 90 days from the date of submission.

Thank you for your time and consideration.

Sincerely,
Katie Dyer
Government Account Representative
703.889.9701
[email protected]

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to tho of Santa Monica

LEO CONTENTS
Introduction .................................................................. 1 Prime Contractor: Carahsoft Technology Corp .............................................................. 3 Solution Partner: IQM2 Inc ............................................................................................ 4 Experience .................................................................... 5 <:lLJ~stions; ..................................................................... ., Schedule ....................................................................... 18 Costs ............................................................................. 19 References ......................................... u •••••••••••••••••••••••••• 21 Equipment Specifications ........................................... 23 In Summary .................................................................. 24 Attachments···············································~················· 25 carahsott IQJ~tl..;z
l<s;'f.«Hll>Sl '"'"''''"' "'~""·~''''

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica
I
Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person.

Through prior demonstrations and process discovery with some City stakeholders, IQM2 understands the nature of this project and can truly and confidently say that not only is IQM2 capable of quickly meeting these requirements and expectations. IQM2 fully believes the proposed solution will exceed the expectations, from both a functionality and swift user adoption standpoint. IQM2 dimensioned areas of the City of Santa Monica's current processes that were not mentioned as requirements which enhanced IQM2 functionality would deliver incredible efficiency and time savings returns.

Furthermore IQM2 is providing innovation for governments across the country that is typically not seen with the simple, limited solutions that have traditionally been used. There is a large delta between IQM2's functionality and basic application structure of the other providers, particularly for larger governments or those concerned with true governing board automation work flow that allows for unlimited, chronological and simultaneous work flow and tracking. Cities the size of Santa Monica need the more robust and innovative functionality IQM2 provides. The simple posting of shells, simple browser-based, basic workflow or trying to make disparate platforms stemming from acquisition or multi-vendor solutions work together is not enough. Please see below for some distinctive and unique differentiators:
• PDF Agendas - In addition to standard web and e-agendas, IQM2 generates full PDF agenda packets with page numbering and watermarking. The PDF packets can be easily printed, if desired, and saved for offline viewing. Other solutions rely entirely on a web agenda and generating and printing a full PDF packet is not possible. It is very important to think about the large ramifications of this across the City of Santa Monica in regards to use and technology. • IQM2 Works Offline - If the internet goes down, IQM2's software continues to work offline, which is an impressive for people who understand decision making points. In addition to web functionality, IQM2 provides a product that is critical to ensuring that if the internet goes down or is slow, it does not stop a meeting or create confusion and citizen problems. The minutes, voting and time-stamping can still be recorded during the meeting and the board members can still view their PDF agendas. This proves to be a big point for larger cities who deal with more complex topics and issues that come with their size.
• IQM2 Streaming Future Scalability- MediaTraq contains live and on-demand streaming of the City of Santa Monica's meetings with agenda item linking and search capability, as well as automated Minutes Maker module. Other solutions use unrefined inserts which can be unsophisticated and creates a manual and time consuming process or are video streaming focused and use disparate agenda management programs they purchased and are trying to integrate.

IQM2 has made a special offering to the City to migrate their current video streaming processes and will save the City quite a bit of money while greatly improving their streaming services. For example, IQM2 offers innovative streaming functionality that does not exist with any other government streaming company. A couple examples of these improvements would be HD live and on demand streaming for cross platform, as well as DVR capabilities with great utility for this in government meetings.
carahsoft 1

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Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monka
• IQM2 Search - IQM2 searches all documents and content. This allows any user to search for keywords inside a supporting document. IQM2 also offers Federated Search which will allow the City of Santa Monica to search all other clients' public websites in one search. • Free Historical Data - IQM2 will migrate over the City of Santa Monica's historical meeting information to compile a complete legislative and searchable database for the City. • IQM2 PDF Printer - The built-in PDF printer allows any user to easily attach information to agenda items from any application just like printing to paper. The PDF's are searchable and optimized for smaller file sizes. No other solutions contain such functionality and rely heavily on the users to manually export or convert their attachments.
• Full Microsoft Word Integration - The proposed solution will allow the City of Santa Monica to easily use MS Word for editing and entering documents. Because of this, IQM2 can copy and paste without losing formatting. This is viewed as an incredible difference by larger counties with more agenda items and attachments.
• Integrated Board Member Profiles - All board member attendance and voting history can be indexed, viewable and searched through the web portal.
• Approvals & Signatures - IQM2 has a completely customizable approval and chronological and simultaneous workflow system. IT includes sophisticated e-Signatures for signing documents. All other solutions contain has a simple approval process but cannot support the level of complex workflow IQM2 can. Full e-signatures are offered for either now or in the future. • E-Boardroom & IQM2 Minutes Maker- lQM2's Electronic & Touch Voting gives public guidance through the meeting, Automatic Page Turning, Sticky Notes and internet independent. • IQM2 Free On-going Training & Template/Workflow Configuration - IQM2 provides free ongoing web-based training. This is very useful for bringing on new employees or using more functionality in the software.
• Customized Dashboards - Dashboards are easy to use and basic Board Member views are shown as opposed to the back office functionality that while unequivocally separate us, may not have been important to the Board Members.
• IQM2 Letter Factory - The proposed solution can automatically notify staff members, departments, citizens, State Agencies or any other recipients when agenda items are approved or discussed at meetings with a simple click using the City of Santa Monica's own personal template language and verbiage.
• IQM2 Work Planning - IQM2 includes a true work planning utility to assign, track and report on follow up task resulting from decisions made at meetings. carahsoft 2

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IQM2 unequivocally believes that there are no solutions will be able to truly support the back office workflow process the City of Santa Monica is defining while delivering the innovative public and staff facing innovation we know is important to the City of Santa Monica's goals .. With efficiency and meeting effectiveness in mind, IQM2 can configure the Board or user Dashboards to make navigations simple and easy. That being said, the collaboration, workflow, tracking and reporting is absolutely imperative for an agency of the City of Santa Monica's size, IQM2's back office scalability tools will allow the City of Santa Monica to add on existing functionality as it so chooses. Due to IQM2's robust functionality, the system is known for being flexible and it does not make the City of Santa Monica conform to the process; IQM2 configures to the City of Santa Monica's. This is a monumental difference between IQM2 and the other applications in this market.

Prime Contractor: Carahsoft Technology Corp.

Incorporated in Maryland and located in Reston, Virginia, Carahsoft Technology Corp. is the trusted Government IT solutions provider, combining technological expertise with a thorough understanding of the government procurement process to help federal, state and local government agencies select and implement the best solution at the best possible value. As a topranked GSA Schedule Contract holder, Carahsoft is IQM2's largest government partner and serves as the master government aggregator for many of its best-of-breed software vendors.

VENDOR RELATIONSHIPS - Carahsoft has a unique business model focusing on providing superior sales and marketing execution, a track record of success, high integrity and a focus on strategic vendor relationships of which IQM2 is an important part. Carahsoft's contract vehicles carry over 160 vendors.

PROVEN EXECUTION - With 330 employees, Carahsoft has leveraged its vast contracting experience and extended it to quoting and order management.

Carahsoft seamlessly generates thousands of quotes a year worth hundreds of millions of dollars.

GROWTH & STABILITY - Carahsoft has continued to show impressive growth year after year, turning annual revenue from $3.4 million in our first year in 2004 to $606 million in 2009, $840 million in 2010 and $1.065 billion in 2011. We are a stable, conservative and profitable company and have received numerous accolades including, for the third consecutive year, being named to the Washington SmartCEO magazine's 2010 Future 50 list which recognizes the metro area's fastest growing companies. • 4th largest GSA Schedule 70 Contract holder
• 281h on the CRN Fast Growth 100
• 31'' in the VAR Business 500
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Solution Partner: IQM2 Inc.

IQM2 is the market leader in furnishing end-to-end public sector meeting software solutions through its award-winning Open Meeting Management and Citizen Awareness Platform consisting of MinuteTraq (agenda/minutes automation), MediaTraq (Live/On-Demand Video Streaming) and EBoardroom (electronic voting).

IQM2 was founded by Daryl Blowes with the launch of the M2 Suite of Open Meeting and Legislative Process software solutions. By assisting government and the public sector, officials become more efficient in the way they work together, have meetings, make decisions, follow through with actions, and share information. Together with its employees, IQM2 is revolutionizing how the public sector collaborates with their stakeholders and the public.

IQM2's Legislative Management Platform has been constantly added and developed using best practices for over 7 years. Over the last 2 years, IQM2's client base has grown by 80% each year. IQM2 staff is always testing on the newest hardware platforms with the most up-to-date software tools available. IQM2 hosting services are at Tier II, level security with redundant data centers in separate locations across the country in case of any catastrophic event. IQM2's server capacity allows for unlimited Data Storage in the Legislative Management System for all clients, while backup procedure is daily with almost real time mirroring. IQM2's uptime 99.99% because IQM2 has never been down due to hardware or software issues. Service is only ever down due to Sunday early morning server updates, and technical and user support is 24/7/365, with 90% of calls being answered live with the rest being returned within 20 minutes. Since IQM2 software is Saas, clients pay through subscriptions with no up-front cost. This allows for all clients to be on the same platform of security and data integrity.

IQM2's role as an industry innovator was recognized in 2010 when the national software industry acknowledged its innovation as it was awarded the prestigious 2010 SIIA's CODiE Award for Best Emerging Software Company. Shortly thereafter IQM2 was awarded LISA Award for Software Excellence. Since 2006, advancement has been rapid for IQM2 having experienced year-over-year growth exceeding 100% with many of its clients migrating from older legacy solutions. IQM2 along with Carahsoft Technology Corp. urges the District to see what all the industry excitement is about. carahsoft 4

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EXPE IENC
Provide a summary of the Bidder's qualifications and experience with Agenda Management Sys/ems.

Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably localed in California.

The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces.

IQM2 specializes solely in Legislative Management for governments from coast to coast with a large and rapidly growing roster of local California governments clients As a result, the specific requirements denoted in this RFP are exactly the same requirements IQM2 furnishes every day. Because IQM2 is derived from a single platform built from the ground up, the platform offers unique flexibility. All other solutions were cobbled together from acquisition, multi-vendor product or retrofitted from other purposes. This allows IQM2 to remain true to its business philosophy that its job is to conform to the business processes, not the other way around. IQM2 is often relied upon for Legislative Management consulting and always pleased to share the best practices it sees across the country and make recommendations, if desired.

The requirements specified in this RFP by the City of Santa Monica are basic, standard functionality components and there will be no system customization required. IQM2 already has defined functionality in its system that is not requested.

Please see below for IQM2 references.
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Contact's .

Name/Title
cAddress
Phone
Email
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Qu
Please provide complete responses to the following:

Agenda Management System

1. Describe the proposed agenda management system.

MinuteTraq is the Legislative and Agenda Management framework of IQM2's Government Meeting Platform. Please refer to the product overview below for more information on the proposed system.

MinuteTrnq™
N
MinuteTraq is the framework of IQM2's Open Meeting Platform. It provides complete functionality for managing all meeting documents, reviewing processes and procedures, creating agenda packet, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. It is a powerful software module that will allow the City of Palatine to facilitate all of its meeting needs, from premeeting scheduling to post-meeting publishing and to all the information-gathering steps in between. It offers a simple yet customizable set of functions that will make the Village's meeting workflow process more efficient.

The MinuteTraq smart-client is built on the most up-to-date Microsoft .NET technology. The program requires Microsoft .NET Framework 3.5 installation on the PC. This framework is installed by default on Windows XP or if you are installing the automatic Microsoft Windows Updates.

Recommended Specifications: 1 GHz Pentium or Better, 2 GB of RAM or Better, 1 GB Storage Space, Windows XP or Higher, .NET Framework 3.5, MS Word 2003 or higher.

The following key components and processes will benefit the City in cost and time savings:

Centralized Document Database: Will consolidate the City information processes into one location, vastly reducing time on information management, search and retrieval.

Workflow, Routing, and Review Process: Incredibly simple but sophisticated tool for driving efficiency and managing expectations. The program's wizard-based interface allows for department members to monitor processes, maintaining accountability of information.

Attachments and Importing: Program cross-references all related documents and allows the City to collect all information of a given topic from the internal system quickly and easily without printing and scanning.

PDF Printer: MinuteTraq includes an integrated PDF Printer that allows users to retrieve information and reports from any computer system throughout the organization as long as it can print regardless of file type.

The PDF Printer allows users to print from any program to this virtual printer named "MinuteTraq" instead of printing to paper. The built-in PDF printer simplifies attaching information from other programs, just click Print, choose the "MinuteTraq" printer and the output is automatically converted to PDF format and imported into MinuteTraq as an attachment. The City can easily mark the attachment as public, and it will also be published on the web portal when the agenda is created which means no more scanning and printing.
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Document Generation: Produces all meeting-related documents in one step, eliminating time consuming redundancy such as cutting and pasting. It creates meeting packets customizable to the City's needs with agendas, agenda summaries, schedules and all other associated attachments, all with a consistent heading for professional look.

Fast Re-Generation Technology'": MinuteTraq has built-in Fast Regeneration Technology, so the documents generated from MinuteTraq can be easily modified and regenerated. An agenda packet that needs to be regenerated after adding or removing a couple items can be compiled in seconds. Other products without IQM2's unique Fast Regeneration Technology TM can take hours to build packets even after small changes are made.

History Tracking and Audit Trail: MinuteTraq will keep a complete history of all meeting topics from the moment they a.re prepared, submitted, reviewed, added to an agenda, voted on, tabled to other meetings, passed through committees for review and more. Each meeting topic or attachment will allow for comments to be added to the history. The meeting topic history screen will provide a complete history of the topic itself along with all of the attachments. The meeting history will track each agenda item and the exact page number where it appears in the minutes with the comments and action or vote record at the meeting.

The audit trail allows all the changes that are made to the document to be tracked in a log. Each user that makes a change can indicate the reason for changing it and add a comment. Users can trigger actions like sending an email notice, resetting the approval process or creating a new revision of the topic or document.

Revision Tracking and Comparing: MinuteTraq tracks changes to meeting topics and documents and will allow the City to compare what has been altered and shows the user who made changes. All changes will be highlighted with bubbles specifying the changes.

Information Sharing and Delivery: Communicates key information to the intended recipients effectively allowing meeting decisions and tasks to take action. Email-based communication and online postings are notified to proper channels in a way that is easily tracked and automated for accountability.

Meeting Capture and Streaming: Receives and organizes input on all data with regards to minutes, votes, discussion and actions and modifies into a format that facilitates public sharing. In conjunction with MediaTraq™ module, video streaming can be indexed and referenced by topic and matched with timestamps on meeting minutes.

Task Follow-up and Progress Tracking: The integrated task tracking function in MinuteTraq™ will allow the City ease of tasks and directives will be acted upon from meeting to meeting. No longer will meeting time be wasted going over dropped responsibilities and missed tasks due to lack of follow-up.

Free Ongoing Training: Part of IQM2's value added Support Services is the IQM2 Training Academy which offers free ongoing training. The City's users can pre-register for weekly training sessions or request training topics that are important to them. These training sessions are conducted by IQM2 Software and Technical Specialists. IQM2 believes in ensuring that the IQM2 client family has all the necessary tools and support to enhance their organizations. The City will also be able to utilize the on line IQM2 Support Center and public Knowledge Base for solutions and articles, downloading files, and login to the Self-Service Portal for case tracking.
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Virtual View: Below please find a virtual view image of MinuteTraq.

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How MinuteTraq Will Improve the Processes
With the many tools that Minute Traq has to offer, the City will have the ability to improve its processes and become more effective. The following are some of the products the City will obtain by implementing IQM2:

Quickly and effectively draft Agenda Items/Resolutions with templates • Built-in spell checker
• Departments can draft, approve and submit their own resolutions via a simple click Complete Revision Tracking
• Topics can go through a sophisticated but intuitive approval process and with full audit log • Agenda Topics grouped under project headings for better organization • Fiscal impact tracking, document linking, and recipient tracking functions • Full MS word inte ration
Agendas easily created from approved resolutions with one click • Auto-number agenda topics/resolutions or conduct ad hoc Drag and drop agenda items, re-sorting to the City's needs Print full and public (summary) agenda at the same time • Automaticall Publish and Distribute to the Web Portal carahsoft 9

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One Click Agenda parsing as the City's starting point for minutes compiling Color coded text clearly highlights errors and items needing editing Simple interface streamlines minute entry and management Automatic time stamping transcribes the minutes
Create an index by sponsor, date, number, and category
Search Minutes quickly and easily
Can be automaticall u loaded to ublic viewin via Web Portal Automatic recipient tracking for letters of resolution, legal notices and more Create custom letters and emails for recipients with one click Email custom letters from within MinuteTraq
Generate hundreds of custom documents in minutes
Include sign-off sheets for specific recipients
Records every document each recipient receives with date and time stamp Complete meeting information automatically uploaded to public access website Public data will be instantly synchronized for citizens to search Citizens will have access to meeting dates, agendas, minutes, legal notices and more

2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents.

This is basic functionality in the proposed system.

3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents.

This is easy functionality for IQM2's proposed system. With a simple click, pre-configured minutes templates are populated. Additionally, follow-up actions can be configured to automatically drive IQM2's Work and Project Planning functionality that can track and assign projects to staff. This works in conjunction with IQM2's letter factory to automatically drive notification of meeting decisions/outcomes to various third parties with pre-setup verbiage and templates. The way IQM2 indexes /tracks data by linking all topics and supporting documents by topic and/or project makes this very simple and powerful.

4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council.

IQM2 provides a unique and special financial and budgetary tracking component of the proposed platform that allows for very granular fiscal tracking but can also be used to manage contracts as they relate to decisions or follow up activities stemming from the Council meetings or decisions.

5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.)
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This is one of the unique benefits of utilizing IQM2's end to end platform which also includes the MediaTraq government video streaming solution and electronic voting system, eBoardroom. The seamless linking of meeting data to video is extremely beneficial. IQM2 has also taken government video streaming to a far more innovative level with cross platform, HD live and on-demand streaming with DVR functionality.

6. Discuss possible conversion/migration process of old agendas, minutes and reporls.

As a special incentive to the City of Santa Monica, IQM2 will migrate the City's old agendas, minutes and reports for free. IQM2 believes this makes for a more powerful Legislative Database and drives efficiency on many fronts, including public information requests and data mining.

7. Please walk through the process, from generation of a staff reporl to the creation of a public document.

Since IQM2 will pre-configure all of the City's templates, staff report templates and workflow steps, it is a simple process:

1. Designated Department staff members select their appropriate category and enters in basic information.

2. The request then follows whatever simultaneous or chronological workflow and routing process desired, if any.

3. Approved staff reports flow to the Clerk Lock, at which point the agenda can be automatically generated and published with a click. This will automatically post the approved document to the portal and deliver the document to pre-determined users who may want to receive the document or information in a different medium.

Please note that there is a lot of other ad hoc functionality available if desired, including simple drag and drop functionality to re-order agenda and last minute or walk on request. Regardless the generation or re-generation is a simple click.

8. Explain the system's reporling functionality, specifically, how to generate a forward-looking reporl of al/ council meeting agendas and staff reporl items for a six month period of time.

IQM2 is known for furnishing very detailed and granular reporting tools that is made easy by the way it looks at data. The report below is a basic one-simply enter in the time frames desired and run report.

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9. Explain how a staff report approver will delegate a colleague when s/he is away.

This is simple "Designee Setting" that can be changed by a click by those users with the right permission levels.

10. Explain how a staff report approver can edit a staff report.

This is quite simple and in fact speaks to one of our truly differentiating qualities. IQM2 is the only solution that offers a full integration with MS Word to allow users to use all of the formatting functionality while in the system. Even if users forget to save, IQM2's system automatically takes care of this. The staff report approver can do one of two things: make the change themselves by modifying the staff report in the system or reject the item and provide the changes they want to see. The proposed system can capture each change in the system for traceability and tractability purposes should anybody ever be inclined to see who changed what and when.

11. Demonstrate with screen shots how the end user portal wlll_ exist on the City's website:
http:llwww.smgov.net!departmentslc/erklagendas.aspx.

Please see below for a real world example for a few local California governments. • City of San Bernardino, California: Meeting Portal
sanbemardinocityca.iqm2.com/
• Meeting Portal - The County of Santa Clara, California sccgov.iqm2.com/
IQM2 is often informed by governments who migrate after investing in other agenda management or video streaming products that the way information is presented on the web is far superior to what they were using or have seen frorn the other solutions.

12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system whlle they are being added? This is a simple process and will not disrupt system in either case. The City has two options:

1. The City can call lQM2 to build a template free of charge.

2. The City build it itself by simply clicking New Template.

13. What are the costs for adding additional templates? Additional users? In the special model IQM2 is offering the City of Santa Monica, there are no additional costs for additional templates and no additional costs for additional users and no data storage limits.

14. Do you provide integration with Lasertiche? If so, what are estimated costs and functionality options?
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Laserfiche, as well as other document management companies.

15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions?
The following Implementation Project team is comprised of individuals who have least five years of software training. Each of them have managed systems and projects with larger local governments in California.

16. Explain any minutes preparation functionality available with your system or as an add-on module.

The IQM2 Minutes Maker tool is included at no additional cost. MinuteTraq's Agenda Wizard and the Minutes Maker tools work hand-in-hand. The only difference between the two is that the Minutes Maker is looking for actual information, vote records and Verbatim or summary comments.

The IQM2 Minute Maker tool was designed to be used live at the meeting by a clerk or staff member. The entering of vote results, attendance records and follow up actions are swiftly and efficiency completed. This empowers the clerk/staff to easily keep pace with the meeting to accurately record all items. The IQM2 Minutes Maker is frequently used along with MediaTraq, the streaming video module, it can be used as a transcriber allowing verbatim notes to be completed after the meeting as well. The video is automatically time stamped and indexed to allow the transcriber to be able to move from item to item quickly and efficiently. The approval of the minutes can be configured in a variety of ways as IQM2's intention is that the system will be tailored to how the City does business. For example, if the City approves minutes before a meeting in a closed session, the system can be set up to do so, if minutes are approved at a meeting after a vote, it can be set up in that fashion as well. Initiating an audio-only clip can be easily accomplished by extract the audio from the video.

Hardware and Software

17. What web browsers/versions does your system supporl? IQM2 has yet to find a web browser the proposed system cannot support. carahsoft

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18. What is the suggested hardware setver configuration and operating system? The IQM2 meeting portal is 100% browser based. Internal users utilize the IQM2 Smart Client which works just like a browser over the internet using HTTPS. But it looks and works like a Microsoft Office product with toolbars, menus and none of the issues commonly experienced by browser based products, including add-on tools, errors posting pages, viruses and spyware. The Smart Client was designed specifically so users can work on documents with Microsoft Word supporting all the rich features the MS Office suite offers.

In addition, it allows IQM2 to provide advanced functionality like a built-in PDF Printer, data caching for superior network performance and an easier interaction with the City's local file and document management systems. The Smart Client only requires an internet connection, just like browsers, and will automatically update itself. The Smart Client can be pushed out through a network via MSI or Click-Once deployment and only requires the .NET 2.0 Framework.

The IQM2 Smart Client offers all the pros of browser based applications with none of the cons and allows IQM2 to provide a user friendly solution for Meeting Management available today. This is typically a significant differentiating point of the IQM2 platform and why governments who have migrated from older products are shocked at the speed with which user adoption and migration occurs.

19. What are the complete hardware specifications?
Please refer to Question #21. Furthermore, the server hardware used by IQM2 uses redundant disk arrays (RAID) for disk failure

20. What are the requirements for the workstations that use this hardware or software? Please refer to Question #21.

21. What are the minimum PC requirements to operate software? Please see below for minimum PC and work station requirements:
• Computer/Processor Minimum: 600 MHz Processor
• Recommended: 1 GHz and 2GHz for Clerk
• Memory Recommended 1 GB RAM
• 2 GB for Win 7
• Hard Disk Space Recommended 1 GB
• Operating System Microsoft Windows 98, ME, 2000, XP, Vista, Win 7(32 & 64 bit)

22. If proposed system is not Saas, what are the recommended setver and database requirements? IQM2 operates under a Saas model.
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23. How are workflowlnotifications handled? What ancillary systems are used to supporl the product (i.e. Microsoft Exchange? What version?).

IQM2 recommends the City use the full integration with MS Word that the City is running Word 2000 (Word 9.0) or greater.

Security and Administrative Functions

24. Explain version control with your proposed system.

IQM2 schedules a Version Enhancement release for each quarter. They are free of charge and occur automatically unless this is not desired. They do not require professional services or involvement from the City of Santa Monica IT staff, unless desired. IQM2 schedules training with the users to review the enhancements and new functionality.

25. Explain archiving of revision history of information.

Revision tracking is one of the differentiating aspects of IQM2's platform. With a single click, users can choose any document or item and not only see all changes by who and when down to granular level, including date, time and person, but compare each document, if desired, on the screen.

Clients who have migrated from all other platforms share they have never seen this level of detail or functionality before. It is extremely useful in a variety of situations.

26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage).

The IQM2 solution includes the IQM2 Data Archive Wizard which empowers City staff members with the requisite permission levels to archive data and move it off-line at their discretion or at predetermined times.

27. Describe backup and restore features.

All application data is encrypted, replicated and backed up in real-time to redundant datacenters across a private network using delta copy technology. Each customer database is independently backed up hourly and then replicated. Additionally, there is a nightly backup made to location.

The IQM2 search functionality is another differentiating feature of the IQM2 platform. Full text search, keyword and multiple file extension searches are empowered. This also searches all media files as well as any document or supporting file type. IQM2 also offers Federated Search.

29. What is the maximum file size for individual attachments (ensuring no latency occurs)? There is no limit on file size.
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30. What is the maximum storage size for all information/data? There is no limit on storage.

31. Provide an architecture diagram of/he hardware and/or software systems.

Please find 1QM2's architecture diagram below.
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Packet Pg. 109 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's of Santa Monica

32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User.

Please refer to the Implementation Plan and Training Guide in the Attachments section of this response.

33. Discuss the process for configuration including the various roles required for implementation and support.

This requirement is simple as the responsibilities fall mainly on IQM2. IQM2 breaks these down by user roles and then discusses permission levels and desired access during the Discovery Phase.

The bulk of the users fall into the preparer role and adoption is immediate since they simply need to learn how to click. Then IQM2 has the Power User Role which is typically in the Clerks department and they often have super user access and privileges. IQM2 also has approver roles which often overlap with preparer and they have Council role views.

Public Access

34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting.

Yes, IQM2's eBoardroom offers both Virtual sign up before the meeting or during, as well as kiosk based sign up at the meeting.
carahsoft 17

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Packet Pg. 110 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica

SCHEDULE
The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance.Explain how much City staff time is required in each phase of the project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates.

Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process.

Please find IQM2's Project Plan on the following page.

Please refer to the Implementation Plan and Training Guide in the Attachments section of this response for a Schedule of the proposed project.
carahsoft 13

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Packet Pg. 111 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Project: M2 Suite Implementation
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Packet Pg. 112 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt n
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5.D.d
Packet Pg. 113 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Carahsoft' s to the of Santa Monica
The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system.

IQM2 is offering the City of Santa Monica, California its special No-Risk Model. • No Upfront Costs
• Training and Implementation included
• Unlimited Users and Meeting Groups
• Unlimited Storage
• 24/7 Support by IQM2 Software Experts
• Unlimited Access to the IQM2 Training Academy, including live on-ongoing weekly training sessions conducted by IQM2 software experts. Additionally the City of Santa Monica can request their specific topics and areas for IQM2 to conduct special training, including new user training, specific topic training; new elected official training, etc ... • City can stop at any time if they do not see the returns IQM2 is confident in offering the optimal Legislative Management solution for the City of Santa Monica.

Furthermore, this places the responsibility fully on us to ensure the City's satisfaction and success each and every day.

The vendor must provide a detailed itemized cost breakdown of the following categories:

1. Software licensing and annual renewals
The cost for Minute Traq, which is the component of the platform that these requirements are specifying, is very simple and straightforward. Due to the special No Risk model IQM2 is offering the City of Santa Monica, the cost for MinuteTraq is $1,377.85 per month. All upfront costs have been waived and there are no hidden or ancillary fees. This includes full formal training and implementation as well as ongoing 24/7 support.

Important Note: IQM2 will also incent the City of Santa Monica to migrate their current video streaming program currently being furnished by another provider and use IQM2's innovative MediaTraq tools by reducing the current video streaming costs by 50%. These saving could now be used to help substantially fund this initiative. IQM2 will also migrate historical documents and videos for free. This has proved extremely fiscally rewarding for the few governments we offered this to.

2. Professional services for installation/configuration, travel costs to be included There are no costs for professional services for installation/configuration. Travel will be billed at cost.
carahsoft

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Packet Pg. 114 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica

3. On-site training ( specify costs for system administrator training and end-user training) There is no cost for on-site training (excluding travel costs) if necessary. IQM2's business goal is swift user adoption to drive a long term relationship and its intent is not to focus on frontend professional services revenue that causes complacency. IQM2 often hears from migrated governments that they were particularly frustrated with the upfront license and start 0 up costs they were required to pay and which never materialized into what they were promised. This is the same reason IQM2 offers monthly terms which we fill price fix for a period of time, if desired.

4. Rates for additional trainings
There will be no cost for additional trainings. IQM2 is providing the City of Santa Monica access to the IQM2 Training Academy for unlimited free on-going training. This is staffed by IQM2 software experts and the City of Santa Monica can request the training topics they desire at their discretion.

5. Fee schedules for trainers and hourly rates for customization of product This does not apply to IQM2's pricing model.

6. Annual service and maintenance for five years
The standard fee of $1,377.85 per month will be the cost per month for five years.

7. All other miscellaneous costs not listed above
There are no miscellaneous costs for the proposed solution.

The City reserves the right to select any or all of the components above, or that are included in the proposal.
carahsoft IQlY12
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Packet Pg. 115 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) of Santa Monica
REN
The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages outlining this portion of the proposal may be attached to this page.

Please see below for IQM2 references.
carahsoft
C:pn,t~ct'.s .. ·
Name/Title
Address
Phone
22795 Barton RcL . . . . GrandTerrace,CA923j3
:21

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Packet Pg. 116 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica
ca rah soft

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Packet Pg. 117 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica

EQUIPM NT S ECIFI NS
If the Bidder proposes a system that includes or requires any on -premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed.

This section is not applicable to IQM2's proposed system. carahsoft

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Packet Pg. 118 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santo Monica

IN SUMMARY
Carahsoft and IQM2 Inc. appreciate the opportunity to offer this solution for the City of Santa Monica's initiative.

Carahsoft and IQM2 have proposed a superior and cost-effective solution that not only fully complies with the City's requirements but offers functionality to further boost the success of the program. Carahsoft and IQM2 understand the importance of your project goals and are confident you will benefit from this solution and our expertise.

Carahsoft and IQM2 look forward to the opportunity to demonstrate this functionality to the City stakeholders, as well as the opportunity to work with the City of Santa Monica on this project. ca rah soft 24

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Packet Pg. 119 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoft' s of Santa Monita
Please find the attachments below on the following pages:
• Attachment C: Non Collusion Affidavit
• Attachment E: City Policy on Doing Business with Arizona Firms • Training Guide
• Implementation Plan
Please note that Carahsoft and IQM2 are not submitting Attachment G: Personnel Benefits. This proposal is for software and outside of Implementation, Training and Ongoing support. This is not an outsourcing engagement, and thus, Attachment G does not apply.
carahsoft 2S

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Packet Pg. 120 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT C- NON COLLUSION AFFIDAVIT TO ACCOMPANY
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES }

PROPOSALS OR BIDS
~M=e=l=an...,y~L=·~S=m=i=th~------~· being first duly sworn, deposes, and says: that She/He is:

Dir ctor
(Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of, _ __,c,..2 ... r,..ab~.s""'o,.,ft.,.Tu.e.,.cb ... o..,o"'"l.,_,,ogy&i'-C"""-'or4p,.._. ----------------------- (Insert name of bidder)
Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed.

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Packet Pg. 121 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS **
(d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member · or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct.

Melany L. Smith, Carahsoft Technology Corp.

Name of Bidder
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I

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Packet Pg. 122 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS

ATIACHMENT E- CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

CITY OF SANT A MONICA

CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO

BUSINESS WITH THE CITY OF SANTA MONICA

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL

TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL

NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive.

State of Arizona Disclosure Form - see next page.
- 21 -

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Packet Pg. 123 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANTA MONICA CiWM
Sauta 11ttnhHt"'

STATE OF ARIZONA DISCLOSURE FORM

TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO

THE CITY OF SANT A MONICA
Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Please check the appropriate boxes below.

Our company's headquarters are located in the State of Arizona.

D Yes [xi No
Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona.

D Yes [lg No
If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica.

If more than one, attach a list of additional subcontractors, including the physical address of each location.

Name of Subcontractor: --"-'N""'A'""---------------------- Street Address: _________________________ _
City:------------ State:. ______ Zip Code: ___ _
- 22 -

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Packet Pg. 124 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS •••
**************************************************************************************************** I declare under penalty Of perjury Ohder the laws of the State of California that the foregoing is true and correct.

Signed:

Printed name: Melany L. Smith Title: Director
Name of Company: Carahsoft Technology Corp.

Street Address of Headquarters: 12369 Sunrise Valley Drive, Suite D2 City: . Resto n State: __ V_A ___ Zip Code: _ __;;2c:.0"'19_1 __ _ Telephone# (including area code): 703.871.8500 Email: [email protected] FOR Cl1Y USE ONLY
NOTES:
- 23 -

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Packet Pg. 125 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

INTELLIGENT MEETING

MANAGEMENT
IQM2 Training and Implementation
Overview
IQM2 Inc.
90-D Raynor Avenue
Ronkonkoma, NY 11779
(631) 619-2017
MediaTn1Jq™

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Packet Pg. 126 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) IQM2 Customer Training Program
IQ
lNHtUGf:.NT MUTING MAN1\QEMtNl
The IQM2 training program follows a structured lesson plan model in which new customers are trained using 90 minute sessions. The sessions cover all the essentials to get up and running as efficiently and quickly as possible and use a "Train the Trainer" approach over a 4 week process with 2 meeting cycles. The training is geared to work with lto 3 people who become the Power Users and also internal trainers. After the essential training is complete and the customer is using the software, IQM2 and the Internal Trainers train the submitters, approvers and board members. After going live, additional training is provided for advanced functionality through the IQM2 Training Academy. •
•
'
•
•
•
•
•
Train the Trainer approach
1 to 3 Power Users become Internal Trainers
4 Week Process (2 Meeting Cycles)
90 Minute Training Sessions, 60 Minute Review Sessions
Submitters & Approvers Trained by IQM2 & Power Users
Essentials are covered to get up and running quickly
Advanced Topics covered after your Live
Free ongoing training through the IQM2 Training Academy Remote Training Environment
The IQM2 training program uses remote training tools (GoToMeeting and TeamViewer) to train users.

Users are asked to connect and dial-in from their desks and to use a "Do Not Disturb" sign if necessary. Before training begins IQM2 asks that all users have the software installed on their desktop or laptops and a confirmation that GoToMeeting can be used. • GoToMeeting (please confirm it works)
• Users are trained at their desks or in a group conference room. • Install Software before Training

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Packet Pg. 127 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) User Roles
IQ-·
JNHllHiENT MEETING MAN1\\J[M[NT
For the purposes of planning IQM2 will categorize the users of the system into the following roles:
• Power Users (PU) - The Power Users will be involved throughout the ENTIRE training process. They are involved in the initial setup decisions, training and become the Internal Experts of the IQM2 so~ware.
• Agenda Clerk (AC) - The Agenda Preparer builds and posts the final agenda for a meeting.

They are always in the Power Users group but there are sessions that are ONLY for the Agenda Preparers.
• Minutes Clerk (MC) - The Minutes Preparer inputs the votes and comments of the meeting and then generates the Minutes. They are always part of the Power Users group but there are sessions that are ONLY for the Minutes Preparer.
• Project Manager (PM) - In larger organizations there may be a project manager who is responsible for coordinating the project and may become the Internal Trainer. They are always in the Power User group.
• Submitters & Approvers (SA) - Submitters are the users within the departments that are submitting agenda items. Approvers are typically the users and managers within the workflow that are approving agenda items prior to them being added to the agenda. The Power User group may sometimes contain 1 or 2 key submitters or approvers. • Board Members (BM) - The Board Members may want to be trained in how to access the agendas, search, log in to get confidential information and make sticky notes. • Information Technology (IT) - A technical individual from the City is typically used when something needs to be installed or the Website updated or for MediaTraq network settings need to be set up.
• Audio/ Video (AV) - The A/V person is responsible for the audio and video equipment.

For MediaTraq, the encoder needs to be plugged into the Audio and Video equipment. This person can often be an outside consultant who initially installed the equipment (for professional setups) or may be someone who simply operates the camera equipment during the meetings.

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Packet Pg. 128 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) MinuteTraq
IQM2 starts with a discovery and planning session where the entire project timeline is set and then the City's system is set up and configured. During the first 2 weeks of training, IQM2 covers submitting, approving and building the agenda for the upcoming Parallel meeting. By week 3, the parallel meeting is taking place, the minutes are being completed and training of the preparers takes place so that submitting for the Live meeting can begin. In week 4, the customer is generating the agenda for the live meeting and if necessary, the board members are trained, Pl:imning
60 Minutes - Power Users
The IQM2 Planner shall produce a calendar of the training and events working around the City's meeting cycles, availability and the availability of IQM2 trainers. All key people are asked to bring their calendars to this session so vacations and other scheduling conflicts can be avoided. After approving the dates and times a full project plan and meeting invites will be sent and accepted by all individuals. Tasks: Project Calendar & Project Plan. Meeting Invites Sent and accepted.

Setup
2 Days - IQM2 Staff
IQM2 staff will prepare the system with basic users, departments, file types, categories, standard templates and any other information necessary to complete the lessons. Before the Discovery Session, IQM2 will do as m.uch setup as possible from the City's website or emailed documents.

Discovery Session
90 Minutes - Power Users
During the setup phase, IQM2 will have a Discovery Session to ask a series ofquestions and provide explanations as necessary to key Power Users and decision makers. The gathering of the information will allow IQM2 to finalize the configuration of the City's system in preparation of the training. This is the City's opportunity to let IQM2 know all concerns or unique information about the City - but don't worry IQM2 personnel are experts at this.
• Discovery Check! ist

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Packet Pg. 129 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Software Installed
IT Staff
Customer IT Staff should have the software installed and deployed for the Power Users, at a minimum, so training can begin.
• Smart Client Deployment Guide
• IQM2 Downloads
Demo, Review & Approval of Setup
90 Minutes - Power Users
After tweaking the setup, IQM2 staff will demo the City's personalized system and then review workflow, templates, output and setup for the City's approval before beginning the training. Further changes may be made as the City trains.

Session 1 - Overview of Concepts, User and Department
Creation
90 Minutes ·- Power Users
Session 1 deals with Getting Started, Overview of menus and toolbars, Lists, User Manager, Permissions, Creating Meetings and importing older agendas and minutes. Tasks: Setup any users or departments missing with appropriate permissions. Add meetings for current year and last year, then upload agendas and minutes for previous 6 months.
• Training Video: Installing and Logging into MinuteTraq [4 min] • Training Video: Navigating MinuteTraq and the Support Site [5 min] • Training Video: Creating and Editing Users & Permissions [10 min] • Training Video: Creating Meetings, Meeting Types and Locations [5 min] Session 2 - Creating Agenda Items
90 Minut:es - Power Users
This lesson delves into basic drafting, submitting, adding and updating attachments, statuses, tracking changes, locking, placement, print preview, confidential information, Communications, PDF printer and Edit in Word. Tasks: Submit all agenda items you have for upcoming parallel meeting. • Training Video: Creating a Basic Agenda Item [7 min]
Session 3 - Approving, Rejecting, Searching
90 Minutes -- Power Users
The third session goes over Work Items, approving, rejecting, signatures, email notifications, approver permissions, delegates, workflow designer, stage groupings and Searching. Tasks: Continue submitting any agenda items for parallel meeting.
•
•
•
Training Video: Workflow Part 1 - Approving and Rejecting [6 min] Training Video: Workflow Part 2 - Tracking Changes, Adding Work Items & History [6 min] Training Video: Searching and Reporting [6 min]

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Packet Pg. 130 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Session 4 - Agenda Wizard & Publishing
90 Minutes - Power Users
IQ
INTH-l!Gli.NT MHTI-NG MANAGl.M1'.N1
In Session 4, IQM2 personnel explain agenda outline tasks such as auto fill, adding/ removing items, attachments, statements, motions and sections; minutes approval; consent; generating; viewing; publishing/ web portal; distribution email; tagging; Web agenda; sticky notes and split view. Tasks:

Build the City's agenda for parallel meeting. Send distribution email. Get board approval of agenda. •
•
Training Video: Agenda Wizard [8 min]
Training Video: Generating, Finalizing, Distributing & Publishing the Agenda & Minutes [5 min]
Session 5 - Minutes Maker & Web Portal
90 Minutes - Power Users
Session 5 goes over minutes auto-fill, roll call, votes, comments, generating, publishing, add-ons, flags, amendments, Define Vote Results, Speaker Sign-up, Public Discussion, Board member profiles, voting history, web search, item detail page, web calendar, auto-backup and restoring. Tasks: Finish minutes for all items and generate.
• - Training Video: Minutes Maker [9 min]
• Training Video: Generating, Finalizing, Distributing & Publishing the Agenda & Minutes [5 min]
Session 6 - Open Session / Advanced Topics
90 Minutes ---- Power Users
IQM2 personnel go over Searching, Reporting, Notices, Public Hearings, Save Reasons, Input Templates, Agency Settings and Advanced Features. Tasks: Complete a meeting from start to finish in Parallel.

Historical Document Import Completed
Any historical agendas, minutes and other documents are imported.

Web Portal live
Webmaster
Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization are handled. Historical Agendas and Minutes for the current year are posted and all test data is removed.

Parallel Agenda - Build & Post
60 Minutes - Agenda Preparer
The IQM2 staff will follow along as the City builds and posts agenda for the first time.

Parallel Meeting
The Parallel Meeting sees the presentation of the final agenda, packet and web portal to the board.

Minutes are prepared in Minute Maker tool.

Parallel Minutes - Build &. finalize
60 Minutes - Minutes Preparer
The IQM2 staff will follow along as the City finishes minutes.

Press Release
A Joint press release is sent out to raise positive awareness within the community.

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Packet Pg. 131 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Session 7 - Preparer Training
2 Hours -- Department Su/Jmitters & Approvers
IQl\/[:2
JNTl:ll!GE.NT MHTL"ic; MAN,\GlMtNT
The seventh session delves into submitting agenda items, approving, dashboard and searching broken up into groups up to 5 users. Tasks: All users begin submitting and approving agenda items for Live meeting coming up using MinuteTraq.
• Training Video: Creating a Basic Agenda Item [7 min]
• Training Video: Workflow Part 1 - Approving and Rejecting [6 min] • Training Video: Workflow Part 2 -Tracking Changes, Adding.Work Items & History [6 min] • Training Video: Searching and Reporting [6 min]
Training Survey
IQM2 likes to get feedback from users to follow up with individuals who may need some extra help or attention.
live Agenda - Build & Post
60 Minutes - Agenda Preparer
The IQM2 staff will follow along as the City builds and posts the agenda for the second time.

Board Member
60 Minutes - Power Users & Board Members
Power User group teaches Board members how to download agenda, access information on web portal, make sticky notes and use split view.

All preparers will have submitted items for this meeting. 90 Minutes - Minut:es Preparer
The IQM2 staff will follow along as the City finishes the minutes for the Live meeting.

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Packet Pg. 132 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) MediaTraq
Preparation Work
1 Week -- IQM2 & IT Staff
IQM2 Staff will prepare the system with basic users, boards and committees, and the encoder setup for the MediaTraq product. IT Staff at the City will set up the NAT Configuration and Firewall Configuration necessary as per the Customer Setup Checklist for MediaTraq. Check Encoder for connection from primary meeting location.

Hookup Session
90 Minutes - IT/Network & Audio/Video Staff
IQM2 & customer IT Staff setup the encoder on the network and with the A/V equipment. A series of tests are run to make sure all streaming, archiving, remote start and other features work. • MediaTraq Hookup Checklist
Session 1 - Overview of Concept, User and Board setup
90 Minutes - Power Users
Session 1 provides an overview of menus and toolbars, User Manager, Creating Meetings and importing older agendas and minutes. Tasks:. Set up a three users and set up two departments. Add meetings for current year and last year then upload agendas and minutes for previous 6 months.

Session 2 - Recording and Uploading a Meeting
90 Minutes -- Power Users
Basic running of MediaTraq, Uploading Media, Media Vault, Media Event, Media Event Types, Transcoding, Remote Start, Pausing and Download Setting is dealt with in this session. Tasks: Record a test meeting, set up a new media event and upload an older video or audio file.

Session 3 - Importing the Agenda and Minutes Maker
90 Minutes - Power Users
Session 3 goes over importing and parsing the agenda, roll call, votes, comments, new sections, dragging and dropping, motions, statements, generating, viewing, publishing, defining vote results, time stamping and synching media points. Tasks: Import an agenda into the system and create the minutes document. If possible practice time stamping to a view and synching to that video.

Session 4 - Web Portal & follow Up
90 Minutes - Power Users
The fourth session delves into web agenda, minutes and agenda packets, media and calendar tab, searching online, board member profiles and vote history. Tasks: View the web site and run search, go through and upload 2 Media Events.

Parallel Meeting
60 Minutes -- IQM2 Staff & Minutes Preparer
Agenda is imported and posted, Meeting is recorded live, Minutes Maker is used to timestamp agenda items, Archive is uploaded and Minutes are generated.

Web Portal live
Web master
Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization. Historical Agendas, Minutes and Video from the last current year are posted for at least current year and test data is removed.

Press Release
A Joint press release is sent out to raise positive awareness within the community. live Meeting
60 Minutes - IQM2 Staff & Minutes Preparer
The live meeting is the same as a parallel meeting.

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Packet Pg. 133 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) E-Boardroom: Optional
Preparation Work
1 Week - IQM2 Slaff & Minutes Clerk
IT Staff will set up multiple windows based tablets or pc's for board members to use. IT Staff will also setup a clerk PC to function as the E-Boardroom server and control the Audience Display. IQM2 Staff will provide instructions on setting up the MinuteTraq client to function as an E-Boardroom PC.

Session 1 - Starting and Controlling !:-Boardroom
90 Minutes -- Minutes Clerk
Starting E-Boardroom through Minutes Maker, timer settings, audience display, set current item, eVoting, Signing into E-Boardroom, speaker queue, using the E-Boardroom Client, Speaker Sign-Up Kiosk. Tasks: Stage a mock meeting using E-Boardroom to get comfortable with the flow of the system.

Session 2 - Mock Meeting
90 Minutes -- Minutes Clerk & Board Members
Internal staff running through a full meeting process
Meeting

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Packet Pg. 134 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) INTE LlIG ENT MEETING

MANAGEMENT
City of Santa Monica, CA
MinuteTraq™ MediaTraq™
Advanced Implementation Steps

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Packet Pg. 135 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation
Advanced Implementation Steps
Phase I: Remote - Preparation and Testing
• Laying the Groundwork
IQM2.com
In the beginning of the implementation process a number of essential steps must take place.

IQM2 will first conduct a Turnover Meeting to introduce the Implementation Team and to begin the process. The meeting's discussions will start to define a Charter for the upcoming project. It is important to establish what the City's vision is regarding the outcome of the project. Once a vision is defined IQM2 and the City can lay out the objectives and develop an agreed upon timeline. The City's vision will also help to confirm the deliverables so that expectations can be met. IQM2 and the City will discuss in detail the roles of both sides of the project; how IQM2 staff will lead the project and transition this lead to the City's project team over the course of the project.
• Appoint Project Team
Establishing a Project Team is a very important step.
• Executive Sponsor: The most important member of the team is the Executive Sponsor. He/she will be someone from the executive staff who will oversee the project and provide firm guidance when necessary.
• Project Champion: Having the right Project Champion is key as this is the owner of the project on a day to day basis. The Project Champion will be the go-to person throughout the project.
• Project Team: The Project Team should be assembled to support the Scope and Objectives of the project. The number of members and their origin will be determined by the project goals.
• Physical Environment
The workspace environment will also need to be addressed.

1. Will there be a training room?

2. Will there be hardware for each participant to use in training?

3. Will there be access to necessary staff throughout training periods?

4. Will there be the use of a presenter PC (laptop) and a projector? IQM2 will need to set up a communications plan so all methods of communication are known by all.

1. What is the preferred method of communication; email, phone, etc.?

2. How will IQM2 and the City work together remotely; go to-meeting, Connect, etc.?
IQM2 and the City will need to share all contact information to ensure there will be no disconnects. The implementation methodology will be documented later in this guide as well as

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in the Implementation Schedule Outline. The project timeline will be defined in Microsoft Project and displayed in a number of formats.
• Quality Plan
The best way to ensure a successful implementation is to plan the necessary time and stick to the plan. After identifying the team we will assess availability and create a project calendar.

When resources are assigned to the calendar they will be put all together in MS Project to create the end to end implementation timeline. Adherence to this timeline is essential for a successful project.

A high level demo of the MinuteTraq system is done utilizing the sales demo system. The purpose of this is to engage all members of the Project Team by allowing them to see where they fit in the process. All too often the Project Team members are not part of the buying decision and will not have seen the system prior to now.
• Risk Plan
Even with the best of plans, every undertaking has an element of risk. The goal is to minimize the risk factors to maximize success. There are some known risk factors and of course there are those that come up along the way. The common ones will be identified to work towards avoiding them; any of the others will be dealt with as they arise. • Plan Acceptance
At the completion of each phase of the implementation process IQM2 and the City will need to go through the judgment criteria specific to that section and determine if the project is ready to move on to the next phase. When that is accomplished, IQM2 and the City will complete an acceptance form stating the agreement and listing any remaining stipulations. This is also a good time to review the upcoming phase and make sure the expectations are realistic and adjust proactively if necessary.

Phase II: (Core Group) - System Testing and Configuration • Build Deliverables
Prior to start, information is sent to IQM2 based on what was requested in the Implementation Schedule Appendix. The agency will be created with some configuring and information input into the system. The rest will be done as part of the training process. • Review Deliverables
A Kick-Off meeting will be held so all project members have the opportunity to meet. A demo of the system is done to show the Project Team the status of the agency and for the first time they see their agency specific data in action. All necessary changes are made to make sure all requirements are met.

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• Quality Management
To ensure that the project stays on track and that any new or unresolved issues are taken care of, the Project Champion will constantly monitor progress and compliance. • Change Review
If and when any new issues or concerns arise, they will be documented by the Project Champion and reviewed with the team for possible solutions. First the team will pursue the easiest, most logical solution; which often is to make slight changes to the process to make current application features fit. This is the fastest, most cost effective solution. When current features cannot satisfy the need for change IQM2 and the City will investigate the possibility of enhancements.

Enhancements, when available, are time consuming and can negatively impact progress.

Whatever method is used to satisfy the issue, it must be approved by all those necessary. • Risks Assessment
Whenever a deviation to the plan takes place, whether it is a timing issue being rescheduled or a process issue being resolved, the overall effects it will have on the project must be assessed. If IQM2 and the City accept the proposed change, it is important to investigate the negative effects it will have on the project versus the positive effects it will have on the issue. Upon weighing this out, the team will make a decision to accept or deny the risk. • Issue Management
To minimize problems when issues arise IQM2 and the City need to have a plan in place for resolution. First the team needs to investigate process change and then consider application changes. Being open to compromise and/or alternatives is the soundest way to go forward as it allows resolution with little or no negative impact to the project plan. Of course, first and foremost, the resolution must satisfy all parties.
• Acceptance Management
Once the agency has been built and configured, tried and tested, JQM2 and the City will sign off that all conditions have been met. The sign off will show agreement with the agency configuration as well as accepting the design and processes as those that the staff will be trained on. Any stipulations to the above will be listed and resolved in an agreed upon manner.

Phase Ill: Remote - Final Refinements
• Stipulations
When the configuration process is complete and signed off, there are times when stipulations are part of the process. These are corrections or updates that we agree to complete prior to the onsite training in Phase IV.
• Final Changes
All final changes to the process need to be aired and instituted. Once IQM2 and the City move on from this point, there shouldn't be any more change, so as to be consistent with the material in Page4

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Packet Pg. 138 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
training. When the users are presented with the MinuteTraq system for training, the configuration and process should be locked down.
• Review Plans
A last review will be done on all plans to make sure they still fit. Although IQM2 and the City will most likely not want to change anything from this point on, it's best to take one last look and weigh any possible changes versu.s the risk.

Phase IV: User Training and Go Parallel
• Sub-Phase 1
During this Sub-Phase IQM2 will be showing everyone involved in the upcoming training a demo of the system as configured so they will understand what the goals are and where they fit in.

Following the demo there will be a quick session with the system administrators and managers to mal<e sure they are prepared to support the system. IQM2 will then begin the first submitter training. The key focus of the submitter training will be creating legislative files. Topics ranging from selecting the proper template to submitting the file will be covered. IQM2 begins with a simple, basic file and end with a complex entry including all available features. • Sub-Phase 2
IQM2 begins this Sub-Phase by repeating the submitter training and then focusing on creating agendas. By utilizing the legislative files created by the submitters, our first agenda will be created. The feature in Minute Traq for creating agendas is called the Agenda Wizard. The Agenda Wizard allows for the creation of default outlines that are specific to a meeting group or type. The City will learn how to create these default outlines which ultimately will provide for the automation of the agenda process. Once the agenda outlines are created they are generated to a finished agenda printout. To complete the process the City will learn how to publish to the web portal and distribute copies to predetermined distribution lists. • Sub-Phase 3
The next step in the process is to record all of the happenings of the meeting, which include the roll call, meeting comments and the vote results. The Minutes Maker is the tool in MinuteTraq • that manages this part of the process. The City will learn all of its features through to the point of publishing and distributing; which is basically the same as in the Agenda Wizard. The second part of this Phase will be used to enter parallel data for an upcoming meeting. This will allow the City to use the MinuteTraq meeting process with real data and compare it to an actual meeting.

Based on the success of this the City will be able to begin to focus on a live meeting. • Sub-Phase 4
During this Phase of training IQM2 will check in with all people and departments that were trained to make sure that everyone is comfortable with the system and that no questions remain unanswered.

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• Training Completion Acceptance
As IQM2 concludes the training and have confirmed with all parties that IQM2 has achieved its training goals, IQM2 training staff will do a sign off that demonstrates Training Completion Acceptance.

Phase V: Remote - Parallel Meeting and Go Live Preparation • Parallel Meeting
The Parallel Meeting involves dual entry of data for an upcoming meeting. The meeting documents are created both in MinuteTraq and by the current process. If the MinuteTraq documents have successfully succeeded the current process IQM2 and the City will go to the meeting with those. If the documents still need further refinement, IQM2 and the City will go to the meeting with the legacy documents and make sure any issues are corrected prior to the next meeting.
• Status Meeting
Following the Parallel Meeting a Status Meeting (conference call) is held to discuss the meeting outcome. If necessary there will be another Parallel Meeting, but in most cases IQM2 and the City will be able to move on to going live with the system. At this point IQM2 and the City agree on the Go Live Meeting date.
• Start Go Live
Starting the Go Live process basically puts the agency 100% in MinuteTraq mode; there is no reason to go back and produce any documents using the legacy method. If any issues come up they will be addressed immediately so there are no voids in the system. • Web Portal Link
Once live documents are created and are part of the system, the next step is to make them available to the public via the IQM2 Web Portal. The Web Portal is a place where they can view meeting documents by the calendar, search for resolutions, ordinances, and any other type of meeting document and if media is available, search and view that. There are a number of ways that the Web Portal can be seamlessly integrated with any current web site.

Completion Review - Live Status
• Status Call with Project Te_am
As Live Meetings are produced, questions and possible issues may arise. For that reason, IQM2 and the City will plan a follow up Status Meeting to make sure if any of these things do exist, that they are answered or resolved in a satisfactory manner and timeframe. IQM2 also appreciates feedback and would like to hear the success stories from a new, live customer.

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Packet Pg. 140 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
Phase VI: (Optional) - Advanced Functions
• Suggested Advanced Function Training Topics
The M2 Suite has many options and functions available, and many of these may not have been originally purchased and/or addressed as they are advanced features of the system. Once MinuteTraq has been successfully deployed it's a good idea to investigate what other features will fit the City and how to go about using them. A conversation with IQM2 staff will help determine what will best fit with the City's future plans as well as what else can be done to add additional efficiencies. Some of the Advanced Functions are listed below:
1) End User Reports (advanced), searching
2) Letter Factory
3) Legal Notices
4) Work Planner
5) Work Flow and Routing
6) Other Documents
7) Templates Concept and Methodology (Admin Users)
8) Tasks/Follow Actions (All Users)

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Packet Pg. 141 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBITC
Terms (See Attached)

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Packet Pg. 142 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G 'TvEFtl\J Sivil1..RTER
Government Meeting Management
Software
City of Santa Monica, CA
Submitted By:

Katie Dyer
Account Representative
IQM2 Inc.
100 Comae Street
Ronkonkoma, NY 11779
(631) 619-2017
8/13/2013

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Packet Pg. 143 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) IQMZ, Inc. Terms, Conditions and Pricing for
City of Santa Monica
IMPORTANT NOTICE TO USER: IQM2, Inc. owns all intellectual property in the MinuteTraq, MediaTraq and EBoardroom software "Software". You shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. This Agreement wi!l be governed by the laws in force !n the State of New York.

1. Reseller Terms. The following terms are required to be included in all of Carahsoft's (Reseller) Software subLicense and Service Agreements and shall govern all End User orders for IQM2 sublicensed there under. All Purchase Orders and payments must be made out to Carahsoft Technology Corp.

2. Software License. This software program and the accompanying files, software updates, lists and documentation are licensed, not so!d, to you. You may install and Use a copy of the Software on your compatible computer for the purpose of connecting to the hosted service provided by IQM2 as !ong as you are a current subscriber and maintain your monthly or annual continued services for the app!icable licenses.

3. Continued Services

3.1 Updates and Renewals. If the Software is an Update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by IQM2.Customer agrees to install all updates, Including any enhancements, for the Software in accordance with the instructions provided by IQM2.

3.2 Service Level Agreement "SLA". Technical support is available twenty-four (24) hours per day, seven (7) days per week for the term of this Agreement. IQM2 policy requires a response from a support staff member within 60 minutes which will result (if necessary) in a formal submission of a case #. Client will be notified of estimated resolution schedule.

3.3 Hosting. IQM2 agrees to maintain customer data in a Tier-3 datacenter and is committed to providing 99.9% uptime and availability. IQM2 will perform nightly backups of your hosted data to an alternate physical location.

3.4 Ownership of Data. All hosted data belongs to the customer. At the request of the customer IQM2 will provide a backup of al! database information and files through a downloadable backup or DVD. IQM2 agrees to provide this service without charge at least once per year.

4. Payment Terms & Fees

4.lBilling Procedures. Saas Services of $11 377.85 per month blHing wiil begin upon project start date (first discovery call with trainer). Each subsequent payment will occur on the 1st or 15th of each month. IQM2 reserves the right to charge a 5% cost of living per year. Payment Terms are NET 30 Days. This agreement can be terminated at any time with 30 days prior written notice. Initial here. __ ~

4.2Travel Expenses. Travel expenses are not Included and will be invoiced separately.

4.3Hardware. IQM2 does not warranty any hardware. Should IQM2 ct1oose to furnish encoder hardware as part of our MediaTraq video streaming service at no additional cost, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost.

5. Limitation of Liability. In no event will IQM2 be liable to you for any damages, claims or costs whatsoever or any consequential, indirect, incidental damages, or any Jost profits or lost savings, even if an IQM2 representative has been advised of the possiblllty of such loss, damages, claims or costs or for any claim by any third party. The foregoing limltations and exclusions apply to the extent permitted by applicable law in your jurisdiction. IQM2's aggregate liability shall be llmited to the amount contracted for the software, if any.

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Packet Pg. 144 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

6. Pricing Structure:

SKU # Description Monthly Saas
IQJ~v12
!NTHUGENT MHTJNG M,\N;\Gl'Mf.NT
One Time
20·310 MinuteTraq · Unlimited
10-002 System Conflguration, Implementation & Training
Total--MonthlySaaS
$1,377.85 / mo
Waived/Included ... """""" .... """-·--"-·"···-····-------•.•...•.... """ ------- -···- Optional Additions (if adopted within the next 12 months):
21-310 MediaTraq - Unlimited $1,000 / mo
22·310 e-Boardroom • Unlimited $960 I mo
Contract Number 4476961
"All Products Purchased under this agreement are available via Electronic Distribution only. No tangible media or documentation will be available or shipped under this agreement. Access to the products purchased under this agreement is in no way dependent upon any tangible media that may have been received prior to, or separately from, this agreement.

To support the California sales and use tax exempt status of electronically downloaded software allowed under California regulation 1502 (F) (1) (D), vendor invoices for all purchases made under this agreement must accurately state that software distribution is solely via electronic download and that no tangible media or documentation will be shipped to or received by our agency."
City of Santa Monica, CA
Signature
Printed Name, Title
Date:

Please Sign Below and Send to:

KATIE DYER
IQM2 AT CARAHSOFT TECHNOLOGY CORP.
12369 Sunrise Valley Drive, Suite D2
Reston, VA 20191
Phone: (703) 889-9701
Fax: (703)871-8505
KATIE. DYER@CARAHSOFT .COM
Carahsoft Technology Corp.

Signature
Printed Name, Title
Date:

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Packet Pg. 145 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) carab,~Qft '"'"''"'"''''-"j;;'/ \;'Joy
Billing Contact:

Billin Address:

Billin Email:

Billin Phone:

IQM2, Inc.

Signature s
Printed Name, Title
Date:

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Packet Pg. 146 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBITD
Professional Services Agreement Insurance Requirements
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 · covering GCL on an "occurrence" basis, including products-completed operations and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant.

Other Insurance Provisions

1. The policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status {CGL policy): The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations. The additional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85. b. Primary Coverage (all policies): For any claims related to this Agreement, the Consultant's insurance shall be primary as respects the City of Santa

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Packet Pg. 147 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.
d. Waiver of Subrogation: Consultant hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

Failure to Maintain Insurance Coverage

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Packet Pg. 148 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agreement. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, the City of Santa Monica may purchase such coverage (but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance.

Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.

Footnotes
# 1: Workers' Compensation insurance coverage is not required if the Consultant does not have employees. The Consultant must, however, execute the City's Workers' Compensation Coverage Exemption Declaration Form.

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Packet Pg. 149 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) FIRST MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This First Modification of Agreement Number ____ (CCS) ("First Modification"), entered into as of 1'1'\0-1}- (¢ ____ , 2014, by and between the City of Santa Monica, a municipal corporation ~"City"), and IQM2, Inc. (IQM2) is made with reference to the following:

RECITALS
A. On or about October 7, 2013, the City and 1QM2 entered into Agreement Number 9784 (CCS) for professional, software, and web hosting services for an agenda management system ("Original Agreement").

B. The City and 1QM2 desire to modify the Original Agreement to foclude additional services to be performed by IQM2 to enhance the agenda management system.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Original Agreement as follows:

1. Section 1 of the Original Agreement entitled "Term" shall be deleted in its entirety and replaced with the following paragraph:

Term. This Agreement begins on the Execution Date and terminates on June 30, 2018, unless terminated earlier as set forth in the Original Agreement or extended by the parties in writing.

2. Section 2 of the Original Agreement entitled "IQM2 Services" shall be modified by adding the following paragraph:

Additional Services. IQM2 will perform all of the additional services ("Additional Services") described in Exhibit Al, Scope of Services.

IQM2 will complete the Additional Services in accordance with Exhibit B-1, Budget.

3. Section 4 of the Original Agreement entitled "Compensation" shall be modified by adding the following paragraph:

Compensation. The City will compensate IQM2 for the Services in an amount not to exceed $13,000, as set forth in Exhibit B-1. The total contract price for services pursuant to the Original Agreement and this First Modification shall not exceed $85,357.

4. Exhibit A 1 and Exhibit B-1 are attached hereto incorporated herein by this reference. 1 5.D.d
Packet Pg. 150 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

5. Except as expressly modified by this First Modification, all other terms and conditions of the Original Agreement shall be and remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this First Modification as of the date and year first written above.

ATTEST:

SARAH P. GORMAN
City Clerk
APPROVED AS TO FORM:
2 CITY OF SANTA MONICA,
a municipal corporation
By:~
City Manager
IQM2 Corporation
Name: _ ,);\"?S\ t:AJ\-~i~\
Title: r\/ ~ ··

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Packet Pg. 151 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Attachment A-1
Scope of Services
---- IQMTwill-pYovio,.-t11eCiWofSanfaMonicaWitn-MinuteTraq;the Legislative andAgenaa-Management framework of IQM2's Government Meeting Platform. The system will provide functionality to manage all meeting documen.ts, reviewing processes and procedures, creating agenda packets, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. Key standard components of the system include the following:
• Centralized Document Database
• Workflow, Routing, and Review Process
• Attachments and Importing
• PDF Printer
• Document Generation
• Fast Re-Generation Technology to quickly modify and regenerate documents • History Tracking and Audit Trail
• Revision Tracking and Comparing
• Information Sharing and Delivery
• Meeting Capture and Streaming
• Task Follow-Up and Process Tracking
• Free Ongoing Training
Additional Services
In addition to the standard platform detailed above and in the original agreement, IQM2 will provide the City of Santa Monica with an enhancement to the agenda management system to provide the following additional template-driven functionality.
• Template Grouping and Organization
• Field-Driven, Field-Specific Template Filtering
• Hyperlink functionality in Rich Text Fields
• Improvements to Template Selector
This enhancement is detailed below.

5.D.d
Packet Pg. 152 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Standard Language Guide EnhancementTemplate Properties, Grouping & Organizing • Currently templates can belong to multiple Template Types but there is only a template type defined for the discussion and body but no comments. Additionally the XML templates are mixed in with the Body templates.
• Header and Insert templates are used for "Generating" and should be left alone and considered separate. It would be preferable to have the Template List operate in two different modes (Generating Templates and New Templates/ Standard Language Guide) which could have 2 different menu options or some kind ofTab on the list that lets the list filter between these two types.
• Template Types: Currently the Usage field on a template allows for this partially but does not have enough defined types.
o New: Minutes Statement
o New: Minutes Motion
o New: Discussion --> Rename to: New: Legislative Discussion o New: Legislative File
• This one will only be used for the XML templates
• Move any Non-XML templates of this type to the new type below (New: Legislative Body).
• Add the following Template Types
o New: Legislative Comments
o New: Legislative Body (Move any non-XML to Legislative File templates to this new type) • Clarifying Info
o New Templates - New XML for Legi Files (Can't be edited except for properties) o Language Guide - essentially the "New" type templates • Body
• Discussion
• Comments
• Statements
• Motions
• Template Properties for New Legislative Files - When creating a template of type New Legislative File you are prompted for the File Type. This should be extended to any of the fields that apply to the file type (New: Legislative File, Body, Discussion and Comments). It should be optional so a template could apply to all or a specific file type.

5.D.d
Packet Pg. 153 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Template Name SLG - Body
. Usages New: Legislative File
Additional Usages
"
• Additional Usages Field= Language Groups
o This field will be used for these template types as "Language Groups". o The label should dynamically switch between "Additional Usages" and "Language Groups" depending if a Generating Templates or Language Templates are being indicated in the Usage.
o Additional instructional labels should be added under the "Additional Usages" that better explains what the user should use this field:
• Add report names to each line which allow you to customize this template in different modes. The additional report names will appear under the drop down menus in the Agenda Wizard and Minutes Maker.
• Add names of Language Groups that you would like this template to be grouped under and included in when being selected for specific uses. When selecting a template from a hyper/ink the language groups can be used to limit the templates available for a specific selection.

Usages New Legislative File "
Addilicn,1..._

5.D.d
Packet Pg. 154 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Filtering Templates based on Field(s) being Used
• New Button - When starting a new Legislative file from the beginning the template selector should be modified to show all "New" type templates for that file type being created. o This is a change in current behavior to include the discussion and new comments types. This could be a problem if there are discussion templates that are unwanted. Need further investigating.
• Use Template - When using the "Select Template" field from the toolbar the dialog form should only show templates where the usage (aka Template Type) has the matching type selected:
o Discussion, Body, Comments ==> New: Legislative XXX
• If the Legislative File Type is specified on a template then this also should be considered part of the filtering parameters. If a template has this field blank then it applies to all file types.
o Agenda and Minutes Motion or Statement ==> New: Minutes Motion, New: Minutes Statement
"Click Here" Hyperlinks in Rich Text Fields
• When loading a Rich Text field automatic recognize some delimiting mark that turns the text into a hyperlink:
• «CLICK TO SELECT»
• «CLICK TO SELECT: Vendor Selection»
o This would allow them to select templates where the Standard Language Group was "Vendor Selection". The dialog box would limit the templates based on both the field and the group.
• Templates that selected may also have these delimiters so inserting a template could bring across additional hyperlinks to click and select.
• After selecting template the delimiter is removed entirely. If the delimiter is the only nonwhitespace within the paragraph then the extra paragraph is removed. If the delimiter is included from within a paragraph then just the delimiter is cleared.

Cc-mme.rits:
!Standard Language Guide for: Discussion
r <CLICK TO SELECT: Vendm Selection>_?
Sbcrt t1amed': ! ..... .

5.D.d
Packet Pg. 155 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) • The Rich Text editor is used on forms. All areas should be confirmed to work properly after the changes:
o Legislative Files
o Template Editor
o Agenda Comments
o Minutes Comments
o Legal Notice Editor
o Attachment/ Note editor
o Task Notes Editor
o Template Set Editor
Improvements to Template Selector
• Groupings should show in list when a list is showing more than one group - if possible. • There may be limitations of the control that prevent grouping from showing. We also may choose to deploy Language Tagging instead of Grouping. • Text filter at top, focus is defaulted here and as user types the list of templates filters down by keywords in name, description and language groups.

Name
!J;l Blank Template
BMilGM¥4
0 Overwrite All Text in Editor · OK Cancel

5.D.d
Packet Pg. 156 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Not Final
• IQM2 reserves the right to modify or expand the specifications. • Specifically in regards to the Grouping. We believe it may actually be more flexible to deploy "Tagging" instead and allow the Template selector hyperlinks the ability to select multiple tags ("groups") with comma separated list. The display of the templates on the template selection dialog may be affected.

Functional Cleanup as Part of Project
There are a few other minor changes to the software that will be made as part of the project.

5.D.d
Packet Pg. 157 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-1
Budget
The City will compensate IQM2 in a total amount not to exceed $85,357.

Monthly service and maintenance fee for up to five years Additional Services
Project: Enhancements to the Agenda Management System
Contingency
$1,377.85
$11,000.00
$2,000.00
Not-to-exceed amount $13,000.00
$5500 will be paid at commencement of the Enhancements to the Agenda Management System project.

The remainder will be paid at project completion and delivery, defined by incorporation of new custom template functionality residing in MinuteTraq. IQM2 will provide City with reviews of development progress at regular intervals to obtain City's verification that custom functionality being developed meets with City's requirements and expectations. The estimated time to complete the enhancement project is five weeks from Monday, March 25, which is April 28, 2014.

5.D.d
Packet Pg. 158 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

5.D.d
Packet Pg. 159 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) SECOND MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Second Modification of~reement Number 9784 (CCS) ("Second Modification"), entered into as of _;J_ __ _ J.(L ___ , 2018, by and between the City of Santa Monica, a municipal corporatio ("City"), and Carahsoft Technology Corporation (CARAHSOFT) is made with reference to the following:

RECITALS
A On or about October 7, 2013, the City and 1QM2/CARAHSOFT entered into Agreement Number 9784 (CCS) for professional, software, and web hosting services for an agenda management system ("Original Agreement").

B. On or about May 6, 2014, the City and IQM2/CARAHSOFT entered into a First Modification of Agreement Number 9784 (CCS) ("First Modification") which included additional services to be performed by 1QM2 to enhance the agenda management system. The Original Agreement and First Modification may be referred to collectively herein as "the Agreement."
C. On or about June 4, 2014, IQM2 was acquired by Accela.

D. On or about March 13, 2018, Accela sold its agenda management system to Granicus.

E. The City and CARAHSOFT desire to modify the Agreement to extend the contract term and increase the contract price to pay for those additional services.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Section 1 of the Agreement entitled "Term" shall be deleted in its entirety and replaced with the following paragraph:

Term, This Agreement begins on the Execution Date and terminates on June 30, 2019, unless terminated earlier as set forth in the Agreement or extended by the parties in writing.

2. Section 2 of the Agreement entitled "CARAHSOFT Services" shall be modified by adding the following paragraph:

Additional Services. CARAHSOFT will perform all of the additional services ("Additional Services") described in Exhibit A-2, Scope of Services. CARAHSOFT will complete the Additional Services in accordance with Exhibit B-2, Budget.

3. Section 4 of the Agreement entitled "Compensation" shall be modified by adding the following paragraph:

Compensation, The City will compensate CARAHSOFT for the Addi1 August 2017

5.D.d
Packet Pg. 160 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) tional Services in an amount not to exceed $17,692, as set forth in Exhibit B-2. The total contract price for services purs'uant to the Original Agreement, the First Modification, and this Second Modification shall not exceed $165,424.

4. Exhibit A2 and Exhibit B-2 are attached hereto and incorporated herein by this reference.

5. Except as expressly modified by this Second Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Second Modification as of the date and year first written above.

ATTEST:
1<i-t,tuJ1,: vdti {U/[rJd1t ·il40tt

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:

LANE DILG
City Attorney
2 ~~:'lfil(AL

ICKCOLE
City Manager

CARAHSO TECHNOLOGY
CORP
By: -t--M-+------'-----ob--:-------
Name: .._===-"-'-----'---'--'""""------
Title:--'----'--"-"-~--'-'---'-----------
August 2017

5.D.d
Packet Pg. 161 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ExhibitA2
Scope of Services

5.D.d
Packet Pg. 162 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Legislative Management
As used herein, "Accela" refers to Accela, Inc., the owner of the Accela Legislative Management software subscription services ("Software"). "Customer' or "End User" refers to the entity that executes a sales order with Reseller, Carahsoft Technology Group, for the Software. By installing or using the licensed software from Accela, Inc., the End User ("Customer") is agreeing to be bound by the Accela End User Terms and Conditions. The Software is protected under the laws of the United States and the individual states and by international treaty provisions. Accela retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, up to the limitations determined by the license purchased, subject to the following terms and conditions:

1. Accela owns all intellectual property in the Software. Customer shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. The Software and the accompanying files, software updates, lists and documentation are licensed, not sold, to Customer. Customer may install and use a copy of the Software on its compatible computer for the purpose of connecting to the hosted service provided by Accela as long as Customer is a current subscriber for the applicable licenses.

2. If the Software.is an update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by Accela. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Accela. Accela agrees to maintain Customer data in a Tier-3 datacenter and is committed to providing 99.9% uptime and availability. Accela will perform nightly backups of your hosted data to an alternate physical location.

3. All hosted data belongs to the Customer. Within thirty (30) calendar days following termination of this Agreement, Accela will provide a complete copy of Customer's data without additional charge through a downloadable backup or DVD.

4. Subscription terms are twelve (12) calendar months in duration.

5. Should on-site support requiring travel by Accela staff be requested by Customer, Accela will provide on-site assistance at Accela's then-current time-and-materials rates. In addition to these charges, Customer will compensate Accela for associated airfare, lodging, rental transportation, meals, and other incidental expenses as such expenses accrue and will be billed at cost and invoiced separately.

6. Accela does not warrant any hardware. Should Accela furnish encoder hardware as part of the Civic Streaming video streaming service, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost. Any upgrades, additional encoders, etc. will be billed to client. Any hardware furnished to client as part of Accela's services is to be returned to Accela upon termination of associated services. Accela has no obligation for any claim based upon a modified version of the Software or the combination or operation of the Software with any product, data, or apparatus not provided by Accela. Accela provides no warranty whatsoever for any third-party hardware or software products. Except as expressly set forth herein, Accela disclaims any and all express and implied warranties, including but not necessarily limited to warranties of merchantability and fitness for a particular purpose.

Third-party applications which utilize or rely upon the Services may be adversely affected by remedial or other actions performed pursuant to these Terms and Conditions; Accela bears no liability for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all Software Services "as is" without express or implied warranty of any kind regarding the character, function, capabilities, or appropriateness of such services or deliverables.

5.D.d
Packet Pg. 163 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

7. LIMIT OF LIABILITY: ACCELA WILL, AT ALL TIMES DURING THE AGREEMENT, MAINTAIN APPROPRIATE INSURANCE COVERAGE. TO THE EXTENT NOT OFFSET BY ITS INSURANCE COVERAGE

AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAWS, IN NO EVENT WILL ACCELA'S

CUMULATIVE LIABILITY FOR ANY GENERAL, INCIDENTAL, SPECIAL, COMPENSATORY, OR PUNITIVE DAMAGES WHATSOEVER SUFFERED BY CUSTOMEROR-ANYOTHERi'l:RSON-ClRt:NTITYEXeJ:J:DTHEFEES PAID TO ACCELA BY CUSTOMER DURING THE TWELVE (12) CALENDAR MONTHS IMMEDIATELY

PRECEDING THE CIRCUMSTANCES WHICH GIVE RISE TO SUCH CLAIM(S) OF LIABILITY, EVEN IF ACCELA OR ITS AGENTS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

8. Either Accela or Customer may terminate if the other party materially breaches these Terms and Conditions and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination or expiration, all rights granted to Customer are cancelled and revert to Accela.

Signature Date

5.D.d
Packet Pg. 164 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-2
Budget

5.D.d
Packet Pg. 165 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION

ACCELA GOVERNMENT AT CARAHSOFT
eAccela ca rah soft.
l860 IVIICl-1/-\El_ f··;\f'{J'.\U/W DHI\J[ I '.)UI CE 100 I Rl=STUI\I, Vll{<.::ill\Jli\ )(J:I.C:10 1-'l·iOi\lE (7U3) (1/J-/_ViOCJ I F/\X (705) (PJ.--(\SOS I TOU.1-·:p,ff: ([1,BI',) 66CN\/II-I W\1\i\1\/. C1\ I~ /.\1-·I SO H. (01\11
TO:

EMAIL:

Christopher Smith
Priilcipal Administrative Analyst
City of Santa Monica
1685 Main Street, Suite 209
Santa Monica, CA 90401
[email protected]
PHONE: (310) 458-8301 FAX:

TERMS: FTIN: 52-2189693
Shipping Point FOB Destination
Credit Cards: VISNMasterCard/AMEX
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1 P3C5
DUNS No: 088365767
Sales Tax May Apply
LINE NO. PART NO. DESCRIPTION
Ss60aa&Mt07ci01- Acce!a Legislative Mgmt - AQenda & Minutes R1 TO? P75-1 OOK City!TownNillage Renewal - 12
Months (1st Renewal Term)
Accela Inc
Start Date: 12/01/2017
End Date: 11/30/2018
SUBTOTAL:

FROM:

EMAIL:

Daniela Canedo
Carahsoft Technology Corp.
1860 Mich_ael Faraday Drive
Reston, Virginia 20190
[email protected]
PHONE: (703) 871-8663 FAX: (703) 871-8505
QUOTE NO:

QUOTE DATE:

QUOTE EXPIRES:

RFQ NO:

SHIPPING:

TOTAL PRICE:

TOTAL QUOTE:

QUOTE PRICE
10147240
08/21/2017
11/30/2017
GROUND
$17,691.60
$17,691.60

QTY EXTENDED PRICE
12 $17,691.60
$17,691.60 ·--------·------~-~--·-·-------~

CONFIDENTIAL
PAGE 1 ofl
TOTAL PRICE: $17,691.60
TOTAL QUOTE: $17,691.60
QUOTE DATE:

QUOTE NO:
08/21/2017
10147240

5.D.d
Packet Pg. 166 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) carahsoft Granicus at Carahsoft G GRAN ICUS
1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I [email protected]
TO:

EMAIL:

Esterlina Lugo
Deputy City Clerk
City-of-Santa-Monica----
1685 Main Street, Suite 102
Santa Monica, CA 90401 USA
[email protected]
PHONE: (310) 458-8211
TERMS: FTIN: 52-2189693
Shipping Point: FOB Destination
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1P3C5
DUNS No: 088365767
Credit Cards: VISA/MasterCard/AMEX
Sales Tax May Apply
LINE NO. PART NO. DESCRIPTION

BASE RENEWAL
SS60AA&MT07CI01- Accela Legislative Mgmt - Agenda & Minutes R2 TO? P75-100K City/TownNillage Renewal -12
Months (2nd Renewal Term)
Accela Inc- SS60AA&MT07CI01-R2
Start Date: 1210112018
End Date: 06/3012019
SUBTOTAL:

FROM:

EMAIL:

Kodja Schelte
Granicus Government at Carahsoft
- .1860.Michael Faraday.Drive
Suite 100
Reston, Virginia 20190
[email protected]
PHONE: (703) 921-4085 FAX: (703) 871-8505
QUOTE NO:

QUOTE DATE:

QUOTE EXPIRES:

RFQ NO:

SHIPPING:

TOTAL PRICE:

TOTAL QUOTE:

QUOTE PRICE
$1,474.30 OM
TOTAL PRICE:
----------~-
11698803
04/2412018
06130/2018
GROUND
$10,320.10
$10,320.10

QTY EXTENDED PRICE
7 $10,320.10
$10,320.10
$10,320.10
TOTAL QUOTE: $10,320.10

SUGGESTED OPTIONS
LINE NO. PART NO. DESCRIPTION
2 RENEWAL OPTION YEAR 1
SS60AA&MT07CI01- Accela Legislative Mgmt-Agenda & Minutes R3 T07 P75-1_00K CityfTownNillage Renewal - 12
Months (3rd Renewal Term)
Accela Inc- SS60AA&MT07CI01-R3
Start Date: 07101/2019
End Date: 06/3012020

CONFIDENTIAL

QUOTE PRICE QTY EXTENDED PRICE
$1,577.50 OM 12 $18,930.00
QUOTE DATE: 04/2412018

5.D.d
Packet Pg. 167 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Granicus at Carahsoft
1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I [email protected]
LINE NO. PART NO. DESCRIPTION QUOTE PRICE
3 4
RENEWAL OPTION VEAR 1 SUBTOTAL:

RENEWAL OPTION YEAR.~2~---~
SS60AA&MT07CI01- Accela Legislative Mgmt- Agencja & Minutes R4 T07 P75-100K City/TownNillage Renewal-12
Months (4th Renewal Term)
Accela lnc-SS60AA&MT07CI01-R4
Start Date: 07/01/2020
End Date: 06/30/2021
RENEWAL OPTION YEAR 2 SUBTOTAL:

RENEWAL OPTION VEAR 3
SS60M&MT07CI01- Accela Legislative Mgmt - Agenda & Minutes RS T07 P75-100K CityrrownNillage Renewal-12
Months (5th Renewal Term)
Accela lnc-SS60AA&MT07CI01-R5
Start Date: 07/01/2021
End Date: 06/30/2022
RENEWAL OPTION YEAR 3 SUBTOTAL:

SUGGESTED SUBTOTAL:
$1,687.93 OM
$1,806.09 OM

G GRANICUS

QTY EXTENDED PRICE
$18,930.00
12 $20,255.16
$20,255.16
12 $21,673.08
$21,673.08
$60,858.24
CONFIDENTIAL QUOTE DATE: 04/24/2018

5.D.d
Packet Pg. 168 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

5.D.d
Packet Pg. 169 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 THIRD MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Third Modification of Agreement Number 9784 (CCS) (“Third Modification”), executed as of _________________, 2019 (“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following:

RECITALS
A. On or about October 7, 2013, the City, Carahsoft and IQM2, Inc. (“IQM2”) entered into Agreement Number 9784 (CCS) (“Original Agreement”) for IQM2 to provide to the City, in conjunction with Carahsoft, an agenda management system (the “Agenda Management System”) in the form of software, professional services, and web hosting services.

B. On or about May 6, 2014, the City and IQM2 entered into a First Modification of Agreement Number 9784 (CCS) (“First Modification”) which included additional services to be performed by IQM2, in conjunction with Carahsoft, to enhance the Agenda Management System and increased the compensation to be paid under the Original Agreement to reflect the additional services.

C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

D. On or about March 13, 2018, Accela sold the Agenda Management System to Granicus, Inc. (“Granicus”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

E. On or about July 10, 2018, the City and Carohsoft entered into a Second Modification of Agreement Number 9784 (CCS) (“Second Modification”) which extended the term of the Original Agreement to June 30, 2019 and set the compensation to be paid during the extended term. The Original Agreement, First Modification, and Second Modification may be referred to collectively herein as “the Agreement.”
F. The City and Carahsoft desire to modify the Agreement as set forth in this Third Modification.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following:

Term. This Agreement begins on the Execution Date and terminates DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 9/10/2019

5.D.d
Packet Pg. 170 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 on June 30, 2020, unless terminated earlier as set forth in the Agreement or extended by the parties in writing. The City shall have the option, at its discretion, to extend the Agreement for two (2) additional one-year terms (each an “Option Term”).

2. Section 2 of the Agreement entitled “Consultant Services” shall be deleted in its entirety and replaced with the following:

Consultant Services. Consultant will perform or cause to be performed, including by, through, or in conjunction with IQM2, Inc. (“IQM2), Accela, Inc. (“Accela”), and Granicus, Inc. (“Granicus”), all of the services (“Services”) described in the following: Exhibit A, City’s Request for Proposal (RFP); Exhibit B, Consultant’s Proposal; and Exhibit A-1, Scope of Services. Consultant will complete or cause the completion of the Services in accordance with the following: Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services).

3. Section 5 of the Agreement entitled “Compensation” shall be deleted in its entirety and replaced with the following:

Compensation. The City will compensate Consultant for Services performed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services performed during the period July 1, 2019 through June 30, 2020, shall not exceed $18,930, as set forth in Exhibit B-3, Budget. Compensation to Consultant for the Option Term July 1, 2020 through July 1, 2021 (if City exercises its option to extend the Agreement for this Option Term) shall not exceed $20,255.16, as set forth in Exhibit B-3, Budget.

Compensation to Consultant for the Option Term July 1, 2021 through June 30, 2022 (if City exercises its option to extend the Agreement for this Option Term) shall not exceed $21,673.08, as set forth in Exhibit B-3, Budget. The total compensation to be paid by City for Services pursuant to the Original Agreement, the First Modification, the Second Modification and the Third Modification shall not exceed $165,424.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 171 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 4. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following:

7.1 All notices, demands, requests or approvals to the City:

City of Santa Monica
City Clerk’s Office
1685 Main Street, Room 102
Santa Monica, California 90401
Attn: Maria Dacanay, Administrative Analyst
With a copy to:

City Attorney’s Office
1685 Main Street, Room 310
Santa Monica, California 90401
Attn: City Attorney

7.2 All notices, demands, requests or approvals to Consultant:

Granicus Government at Carahsoft
1860 Michael Faraday Drive, Suite 100
Reston, Virginia 20190
Attn: Kodja Schelte, Account Manager

5. There is added to the Agreement a new Section 25 entitled “Exhibits” which shall read as follows:

Exhibits. The following exhibits are incorporated by reference into this Agreement as though fully set forth herein:

Exhibit A Request for Proposal
Exhibit B Proposal
Exhibit C Terms
Exhibit D Insurance Requirements
Exhibit A-1 Scope of Services
Exhibit B-1 Budget
Exhibit A-2 Scope of Services
Exhibit B-2 Budget
Exhibit A-3 Terms
Exhibit B-3 Budget

6. All references to Consultant in the Original Agreement, the First Modification, the Second Modification, and this Third Modification shall be deemed to refer to Carahsoft.

7. The Agreement, as modified by this Third Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Third Modification.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 172 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 8. Exhibit B-3, Budget, attached hereto is incorporated by this reference as if fully set forth herein.

9. Except as expressly modified by this Third Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Third Modification as of the date and year first written above.

ATTEST:
______________________________

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________

LANE DILG
City Attorney

CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________

RICK COLE
City Manager
CARAHSOFT TECHNOLOGY Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 Lane Dilg
City Attorney
9/5/2019
9/6/2019
Kodja Schelte
Carahsoft Technology Corporation
Account Manager
9/10/2019
City Manager
Rick Cole
City Clerk
Denise Anderson-Warren
9/10/2019

5.D.d
Packet Pg. 173 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A3
Terms
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 174 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Legislative Management
As used herein, “Granicus” refers to Granicus LLC, a Minnesota Limited Liability Company. “Customer” or “End User” refers to the entity that executes a sales order with Reseller, Carahsoft Technology Group, for the Software.

By installing or using the licensed software fromGranicus, the End User (“Customer”) is agreeing to be bound by the Granicus Terms and Conditions found at https://granicus.com/pdfs/Master_Subscription_Agreement.pdf. The Software is protected under the laws of the United States and the individual states and by international treaty provisions. Granicus retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, up to the limitations determined by the license purchased, subject to the following terms and conditions:

1. If the Software is an update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Granicus. Granicus is committed to providing 99% uptime and availability.

2. All hosted data belongs to the Customer. Within ninety (90) calendar days following termination of this Agreement, Accela will provide a complete copy of Customer’s data.

3. Subscription terms are twelve (12) calendar months in duration. Carahsoft reserves the right to increase the annual fees by up to 7% during renewal at the anniversary date.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 175 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-3
Budget
As shown in the attached Government-Price Quotation, for Fiscal Year 2019-2020 (July 1, 2019 through June 30, 2020) the City will compensate Carahsoft an amount not to exceed $18,930, to be paid in the form of a monthly service & maintenance fee not to exceed $1,577.50 upon receipt of a monthly invoice.

Renewal Options
As shown in the attached Government-Price Quotation, should the City exercise its options to renew for the Option Terms, the City will compensate Carahsoft in amounts not to exceed the following:

Option Term 1: Fiscal Year 2020-2021 (July 1, 2020 through June 30, 2021) Total amount not to exceed $20,255.15, to be paid in the form of a monthly service & maintenance fee not to exceed $1,687.93 upon receipt of a monthly invoice.

Option Term 2: Fiscal Year 2021-2022 (July 1, 2021 through June 30, 2022) Total amount not to exceed $21,673.08, to be paid in the form of a monthly service & maintenance fee not to exceed $1,806.09 upon receipt of a monthly invoice.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 176 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION
Granicus at Carahsoft
QUOTE DATE:

QUOTE NO:
06/13/2019
16290846

CONFIDENTIAL
PAGE 1 of 2
1860 MICHAEL FARADAY DRIVE | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM | [email protected]
TO: Esterlina Lugo
Deputy City Clerk
City of Santa Monica
1685 Main Street, Suite 102
Santa Monica, CA 90401 USA
FROM: Kodja Schelte
Granicus Government at Carahsoft
1860 Michael Faraday Drive
Suite 100
Reston, Virginia 20190
EMAIL:

PHONE:
[email protected]
(310) 458-8211
EMAIL: [email protected]
PHONE: (703) 921-4085 FAX: (703) 871-8505
TERMS: FTIN: 52-2189693
Shipping Point: FOB Destination
QUOTE NO: 16290846
QUOTE DATE: 06/13/2019
Remit To: Same as Above
Cage Code: 1P3C5
QUOTE EXPIRES: 07/15/2019
Payment Terms: Net 30 (On Approved Credit) RFQ NO:

DUNS No: 088365767 SHIPPING: ESD
Credit Cards: VISA/MasterCard/AMEX TOTAL PRICE:

Sales Tax May Apply
$18,930.00
TOTAL QUOTE: $18,930.00
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE YEAR 1
1 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,577.50 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R3 (3rd Renewal Term)
Granicus - SS60AA&MT07CI01-R3
Start Date: 07/01/2019
End Date: 06/30/2020
12 $18,930.00
SUBTOTAL: $18,930.00
TOTAL PRICE: $18,930.00
TOTAL QUOTE: $18,930.00

SUGGESTED OPTIONS
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE RENEWAL OPTION YEAR 2
2 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,687.93 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R4 (4th Renewal Term)
Granicus - SS60AA&MT07CI01-R4
Start Date: 07/01/2020
End Date: 06/30/2021
12 $20,255.16
RENEWAL OPTION YEAR 2 SUBTOTAL: $20,255.16
RENEWAL OPTION YEAR 3
3 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,806.09 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R5 (5th Renewal Term)
Granicus - SS60AA&MT07CI01-R5
Start Date: 07/01/2021
End Date: 06/30/2022
12 $21,673.08
RENEWAL OPTION YEAR 3 SUBTOTAL: $21,673.08
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 177 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION
Granicus at Carahsoft
QUOTE DATE:

QUOTE NO:
06/13/2019
16290846

CONFIDENTIAL
PAGE 2 of 2
1860 MICHAEL FARADAY DRIVE | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM | [email protected]
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE SUGGESTED SUBTOTAL: $41,928.24
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.D.d
Packet Pg. 178 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 FOURTH MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Fourth Modification of Agreement Number 9784 (CCS) (“Fourth Modification”), executed as of _________________, 2022 (“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following:

C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

E. On or about July 10, 2018, the City and Carahsoft entered into a Second Modification of Agreement Number 9784 (CCS) (“Second Modification”) which extended the term of the Original Agreement to June 30, 2019 and set the compensation to be paid during the extended term. The Original Agreement, First Modification, and Second Modification may be referred to collectively herein as “the Agreement.”
F. On or about September 10, 2019, the City and Carahsoft entered into a Third Modification of Agreement Number 9784 (CCS) (“Third Modification”) which extended the term of the Original Agreement to June 30, 2019 and set the compensation to be paid during the extended term. The Original Agreement, First Modification, Second Modification and Third Modification may be referred to collectively herein as “the Agreement.” G. The City and Carahsoft desire to modify the Agreement as set forth in this Fourth Modification.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 6/30/2022

5.D.d
Packet Pg. 179 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following:

Term. This Agreement begins on the Execution Date and terminates on June 30, 2023, unless terminated earlier as set forth in the Agreement or extended by the parties in writing.

2. Section 5 of the Agreement entitled “Compensation” shall be deleted in its entirety and replaced with the following:

Compensation. The City will compensate Consultant for Services performed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services performed during the period July 1, 2022 through June 30, 2023, shall not exceed $23,190, as set forth in Exhibit B-4, Budget. The total compensation to be paid by City for Services pursuant to the Original Agreement, the First Modification, the Second Modification, the Third Modification, and the Fourth Modification shall not exceed $188,614.

3. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following:

7.1 All notices, demands, requests or approvals to the City:

City of Santa Monica
City Clerk’s Office
1685 Main Street, Room 102
Santa Monica, California 90401
Attn: Maria Dacanay, Administrative Analyst
With a copy to:

City Attorney’s Office
1685 Main Street, Room 310
Santa Monica, California 90401
Attn: Douglas Sloan, City Attorney
DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

5.D.d
Packet Pg. 180 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 7.2 All notices, demands, requests or approvals to Consultant:

Carahsoft Technology Corp.
11493 Sunset Hills Road, Suite 100
Reston, Virginia 20190
Attn: Kristina Smith, Contracts Manager

4. There is added to the Agreement a new Section 4 entitled “Exhibits” which shall read as follows:

Exhibits. The following exhibits are incorporated by reference into this Agreement as though fully set forth herein:

5. All references to Consultant in the Original Agreement, the First Modification, the Second Modification, the Third Modification, and this Fourth Modification shall be deemed to refer to Carahsoft.

6. The Agreement, as modified by this Fourth Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Fourth Modification.

7. Exhibit B-4, Budget, attached hereto is incorporated by this reference as if fully set forth herein.

8. Except as expressly modified by this Fourth Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

5.D.d
Packet Pg. 181 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 IN WITNESS WHEREOF, the parties have executed this Fourth Modification as of the date and year first written above.

ATTEST:
______________________________

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________

LANE DILG
City Attorney

CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________

RICK COLE
City Manager
CARAHSOFT TECHNOLOGY Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DOUGLAS SLOAN City Attorney
Kristina Smith Contracts Manager
Carahsoft Technology Corp.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 Denise Anderson-Warren City Clerk David White City Manager

5.D.d
Packet Pg. 182 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A4
Terms
DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

5.D.d
Packet Pg. 183 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 184
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 185
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 186
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 187
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 188
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 189
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 190
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 191
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-4
Budget
As shown in the attached Government-Price Quotation, for Fiscal Year 2022-2023 (July 1, 2022 through June 30, 2023) the City will compensate Carahsoft an amount not to exceed $23,190, to be paid in the form of a monthly service & maintenance fee not to exceed $1932.50 upon receipt of a monthly invoice.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

5.D.d
Packet Pg. 192 Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 193
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 194
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 195
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.D.d Packet Pg. 196
Attachment: Contract 9784 (CCS) (5803 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.E
1 of 3
To: Mayor and City Council
From: Gigi Decavalles-Hughes, Director, Finance Department, Procurement Subject: Award Bid #4445 to Bound Tree Medical for purchase and delivery of Microflex Disposable gloves
Recommended Action
Staff recommends that the City Council:

1. Award Bid #4445 to Bound Tree Medical, an Ohio-based company, for the purchase and delivery of Microflex disposable gloves to be used by staff citywide;

3. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

Summary
The City of Santa Monica purchases Microflex disposable gloves for use across various City departments. The Finance Department oversees the solicitation process for goods and services that are used citywide.” Disposable gloves are used to protect staff against a variety of hazards, from biohazards to industrial. In March 2023, the Finance Department conducted a formal bid process for the purchase of Microflex disposable gloves from authorized distributors. Staff recommends that the City Council award the bid for the purchase of Microflex disposable gloves to Bound Tree Medical in an amount not to exceed $720,000 over a five-year period.

Discussion

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The City purchases disposable latex gloves for use across many departments.

Depending on the department, City staff experience a variety of hazards in a typical workday, from biohazards (Police and Fire) to industrial (Public Works and Big Blue Bus), with exposure crossover (biohazard/industrial) among many departments. Over the years, staff has tested and evaluated many types of gloves for the various applications throughout the City. The Microflex gloves were chosen as the best fit for a wide range of departmental needs. They are much thicker than the average disposable latex glove, provide protection against harmful chemicals, including solvents, have textured fingers for a reliable grip, and extended coverage over the wrist and forearm.

The Microflex brand may be sourced from many distributors throughout the industry as is apparent by the number of bids received from various distributors.

Vendor Selection
Bidder Recommendation
Best Bidder Bound Tree Medical
Evaluation Criteria Price, previous experience, quality of product, compliance with City specifications, lead-time, and most favorable overall renewal options with increases only if mandated by the manufacturer.

Municipal Code SMMC 2.24.180
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
3/31/2023 City's Online
Bidding Site
Santa Monica Daily Press 6 04/17/2023
Best Bidder Justification
Based on the evaluation criteria in SMMC 2.24.180, Bound Tree Medical is recommended as the best bidder.

Submittals Received
Vendor Safegrip Latex Exam Gloves
(50/bx)
Midnight Nitrile Exam
Gloves (100/bx)
AP Safety $102.69 $98.69
Bound Tree Medical $95.80 $86.00
Empire Safety $116.90 $96.90
Ferguson Enterprise $120.00 $107.50
Rescue Safety $106.40 $95.70

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Environmental Review
The award for Microflex disposable gloves is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.

Financial Impacts and Budget Actions
Staff seeks authority to approve funding from various funds to award purchase orders with Bound Tree Medical for the purchase and delivery of Microflex disposable gloves.

Purchase orders will be processed by individual departments and issued to Bound Tree Medical for a cumulative total not to exceed $720,000 over a five-year period. Funds are included in the FY 2023-25 Proposed Biennial Budget.

Purchase Order Request
FY 2023-24
Budget
Request Amount
Department/CIP Account # Total Purchase
Orders Amount
TBD Various Accounts $720,000
Future year funding is contingent on Council budget approval.

Prepared By: Kellee MacDonald, Senior Buyer
Approved Forwarded to Council
Attachments:

A. OAKS Form

5.E
Packet Pg. 199

5.E.a
Packet Pg. 200 Attachment: OAKS Form (5813 : Award Bid #4445 to Bound Tree Medical) City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 5.F
1 of 7
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Cemetery Subject: Award Contracts to Beacon Mortuary, Inc., for Mortuary Services and Decedent Transportation Services and to Farmscape, Inc., for Specialized Landscape Maintenance Services for Woodlawn Cemetery
Recommended Action
Staff recommends that the City Council:

1. Award RFP #352 to Farmscape, Inc., for specialized landscaping services for the Eternal Meadow area of Woodlawn Cemetery, Mausoleum & Mortuary, for the Public Works Department.

3. Award RFP #353 to Beacon Mortuary for providing decedent transportation services for Woodlawn Cemetery, managed by the Public Works Department.

5. Award RFP #354 to Beacon Mortuary for providing mortuary services for Woodlawn Cemetery, managed by the Public Works Department.

6. Authorize the City Manager to negotiate and execute an agreement with Beacon Mortuary for mortuary services in an amount not to exceed $475,000 over a fiveyear period with future year funding contingent on Council budget approval.

7. Adopt a finding of categorical exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) Guidelines.

Summary
The City of Santa Monica’s Woodlawn Cemetery, Mausoleum, and Mortuary (Woodlawn) provides mortuary services, decedent transportation services, and maintains the Eternal Meadow area by way of contracting with third parties. To ensure

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the continuity of these services, Woodlawn staff initiated a competitive RFP process to solicit bids from prospective contractors. Based on the results of this process, staff recommends awarding two agreements to Beacon Mortuary, Inc.; an agreement for mortuary services for a total amount of $475,000 over a five-year period, and a second agreement for transportation services for a total amount of $200,000 over a five-year period. Staff also recommends awarding an agreement to Farmscape, Inc., for specialized landscape maintenance services for the Eternal Meadow section of Woodlawn for a total amount of $150,000 over a five-year period.

Discussion
The City purchased the Woodlawn Cemetery in 1897 and the Mausoleum in 1972.

Woodlawn started providing mortuary services in June 2011 to provide the community with the convenience of arranging for end-of-life services, including embalming and cremation, at one location. While cemetery operations and maintenance are conducted by City staff, mortuary services and decedent transportation services are both specialized and sporadic, making City staffing cost prohibitive. Since July 1, 2016, Woodlawn has contracted with Beacon, for mortuary services. Since July 1, 2019, the City has contracted with Beyond the Sky Transport, Inc., for decedent transportation services. The City’s contracts with Beacon Mortuary, Inc. and Beyond the Sky Transport, Inc. both expire on June 30, 2023.

In order to properly serve the community’s need for mortuary and cemetery services, Woodlawn must have the ability to respond around-the-clock to any location when a death occurs, to transport decedents from their place of death to Woodlawn, to prepare decedents for burial, and to provide other mortuary related services. These services have been contracted out since the City began providing mortuary services in 2011. At that time staff determined that these services required third party contractors due to specialty licensing requirements for embalmers and the difficulty associated with providing variable transportation demand services.

Eternal Meadow was established in 2016 and is Woodlawn’s green/natural burial section. This portion of the cemetery allows decedents to be buried in a more

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sustainable way, minimizing environmental damage while fostering a greater relationship with nature. Only wood caskets with no metals or lacquers and biodegradable urns are used in interments. Concrete vaults and toxic embalming chemicals are not used. Eternal Meadow is comprised of native California plants that create a unique habitat for the region’s native birds and pollinator insects and, as a result, requires specialized landscape maintenance.

Based on the results of a competitive RFP process, staff recommends awarding two agreements to Beacon Mortuary, Inc.;
• An agreement for mortuary services for a total amount not to exceed $475,000 over a five-year period and;
• A second agreement for decedent transportation services for a total amount not to exceed $200,000 over a five-year period.

The cost for these services would be recouped as a direct pass-through to customers.

Staff also recommends awarding an agreement to Farmscape, Inc., for specialized landscape maintenance services for the Eternal Meadow section of Woodlawn for a total amount not to exceed $150,000 over a five-year period.

Vendor Selection
RFP #352 for specialized landscaping services for Woodlawn’s Eternal Meadow.

Bidder Recommendation
Best Qualified Person/Firm Farmscape, Inc.

Evaluation Criteria Experience, workplans/timelines, references, cost, presentation/demonstration, value add/breadth of
service, and quality of work/technical capabilities.

Municipal Code SMMC 2.24.190
Proposals Received
Farmscape, Inc. JAS Landscape, LLC SGD Enterprises
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
04/05/2023 City's Online
Bidding Site
Santa Monica Daily
Press 14 05/03/2023

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Justification to Award
Staff recommends Farmscape, Inc., as the best qualified firm to provide maintenance for the Eternal Meadow based on the firm’s area of expertise in California native plant landscaping and on the criteria in SMMC 2.24.190.

RFP #353 for decedent transportation services for Woodlawn.

Bidder Recommendation
Best Qualified Person/Firm Beacon Mortuary, Inc.

Evaluation Criteria Experience, removal staff, workplans/timelines, references, cost, presentation/demonstration, and
value add/breadth of service.

Municipal Code SMMC 2.24.190
Proposals Received
Beacon Mortuary, Inc. Beyond the Sky Transport
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
04/05/2023 City's Online
Bidding Site
Santa Monica Daily
Press 4 05/03/2023
Justification to Award
Staff recommends Beacon Mortuary, Inc. as the best qualified firm to provide decedent transportation services based on the firm’s expertise in decedent transportation requirements, best practices, references, and the criteria in SMMC

2.24.190.

RFP #354 for mortuary services for Woodlawn.

Best and Only Qualified Person/Firm Beacon Mortuary, Inc.

Proposals Received Selection Criteria
Beacon Mortuary, Inc. Municipal Code SMMC 2.24.190
Evaluation
Criteria
Experience, workplans/timelines, references, cost,
presentation/demonstration, value add/breadth of service, and quality of work/technical capabilities.

RFP Data
Date
Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened

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04/05/2023 City's Online
Bidding Site Santa Monica Daily Press 4 05/03/2023
Additional Vendor Outreach & Justification to Award
Procurement conducted additional outreach to vendors who downloaded the RFP to see why they did not submit a proposal; staff received one response stating that the vendor did not provide the products or services sought. There are very few firms that provide mortuary services in the area. Staff then interviewed the sole firm, Beacon Mortuary, Inc. Staff recommends Beacon Mortuary, Inc., as the best and only qualified firm to provide mortuary services based on the firm’s area of expertise in decedent preparation, cremation, funeral services, and the criteria in SMMC 2.24.190.

Environmental Review
The award contracts are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The award contracts for landscaping services and mortuary services would not result in any modifications to Woodlawn Cemetery. The existing cemetery would continue operations and would be maintained and the contracts would not expand or materially change existing facilities or operations. Therefore, the contracts are categorically exempt as set forth in Section 15301 of the CEQA State Guidelines.

Past Council Actions
Meeting Date Description
5/22/2018 (Attachment A) Beacon Mortuary Staff Report 5.22.2018 5/11/2018 (Attachment B) Beacon Mortuary Staff Report 5.11.2021 5/11/2018 (Attachment C) Beacon Council Minutes 5.11.2021 1/28/2020 (Attachment D) CTS Staff Report 1.28.2020
1/28/2020 (Attachment E) CTS Council Minutes 1.28.2020
Financial Impacts and Budget Actions

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Staff seeks authority to approve funding from the Cemetery Fund to award a contract with Farmscape, Inc., for specialized landscaping services for Woodlawn’s Eternal Meadow. Funds are included in the FY 2023-25 Proposed Biennial Budget. Future year funding is contingent on Council budget approval.

Contract Request - Farmscape, Inc.

Specialized Landscape Maintenance of Eternal Meadow
FY 2023-24 Budget
Request Amount
Future Year
Request Amount
Department/CIP
Account #
Total Contract
Amount
$30,000 $120,000 59500001.550010 $150,000
Staff seeks authority to approve funding from the Cemetery Fund to award a contract with Beacon Mortuary, Inc., for mortuary services for Woodlawn. Funds are included in the FY 2023-25 Proposed Biennial Budget. Future year funding is contingent on Council budget approval.

Contract Request – Beacon Mortuary, Inc.

Mortuary Services
FY 2023-24 Budget
Request Amount
Future Year
Request Amount
Department/CIP
Account #
Total Contract
Amount
$95,000 $380,000 59500001.550120 $475,000
Staff seeks authority to approve funding from the Cemetery Fund to award a contract with Beacon Mortuary, Inc., for decedent transportation services for Woodlawn. Funds are included in the FY 2023-25 Proposed Biennial Budget. Future year funding is contingent on Council budget approval.

Contract Request – Beacon Mortuary, Inc.

Decedent Transportation Services
FY 2023-24 Budget
Request Amount
Future Year
Request Amount
Department/CIP
Account #
Total Contract
Amount
$40,000 $160,000 59500001.550130 $200,000

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Prepared By: Adam Lopez, Cemetery Administrator
Approved Forwarded to Council
Attachments:

A. Beacon Staff Report 5.22.2018
B. Beacon Staff Report 5.11.2021
C. Beacon Council Minutes 5.11.2021
D. CTS Staff Report 1.28.2020
E. CTS Council Minutes 1.28.2020
F. Beacon Oaks Initiative
G. Farmscape Oaks Initiative

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City Council
Report
City Council Meeting: May 22, 2018
Agenda Item: 3.B
1 of 3
To: Mayor and City Council
From: Susan Cline, Director, Public Works
Subject: Award Contract to Beacon Mortuary, Inc. for Mortuary and Transportation Services
Recommended Action
Staff recommends that the City Council:

1. Award RFP #155 for Mortuary and Transportation Services to Beacon Mortuary, Inc., a California-based company, for mortuary, decedent preparation, and decedent transportation services;

2. Authorize the City Manager to negotiate and execute an agreement with Beacon Mortuary, Inc., in an amount not to exceed $85,000 for one year, with four additional one-year renewal options in the amount of $85,000 on the same terms and conditions, for a total not to exceed $425,000 over a five-year period, with future year funding contingent on Council budget approval.

Executive Summary
The City-owned Woodlawn Cemetery, Mausoleum and Mortuary provides mortuary services via contract, including transporting decedents from their place of death to Woodlawn Cemetery for embalming, cremation, and other related services. Staff recommends an agreement to be awarded to Beacon Mortuary, Inc. for a total not to exceed $425,000 over a five-year period for mortuary services, decedent preparation, and decedent transportation services.

Discussion
The City purchased the Woodlawn Cemetery in 1897 and the Mausoleum in 1972.

Woodlawn Cemetery, Mausoleum and Mortuary started providing mortuary services in June 2011 to provide the community with the convenience of arranging for end-of-life services, including embalming and cremation, at one location. While cemetery operations and maintenance are conducted by City staff, mortuary services are both specialized and sporadic, making City staffing cost prohibitive. Since July 1, 2016,

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Woodlawn Cemetery, Mausoleum and Mortuary, has contracted with Beacon Mortuary, Inc. for these services. The City’s contract with Beacon Mortuary expires on June 30, 2018. The contract amount is below Council threshold and did not require Council approval.

Woodlawn Cemetery, Mausoleum and Mortuary must have the ability to respond around-the-clock to any location when a death occurs, to transport decedents from their place of death to Woodlawn Cemetery, prepare decedents for burial or death, and provide other mortuary related services. This service has always been contracted out since the City began providing mortuary services in 2011 due to specialty licensing requirements for embalmers and due to variable transportation demand services.

Vendor/Consultant Selection
On January 4, 2018, the City issued a Request for Proposals (RFP) for mortuary services, decedent preparation, and decedent transportation services. The RFP was posted on the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Ten vendors downloaded the RFP. One firm responded. Upon receiving only a single bid, staff verified the RFP was distributed to qualified firms. Based on the proposal’s distribution and based on the pricing received, staff was satisfied that reissuing the RFP would not attract additional responses and better pricing. Pricing is consistent with previous year pricing. The response to the RFP was reviewed by a selection panel of staff from the Public Works Department. Evaluation was based on the following criteria:
previous experience, qualifications, capacity and skill, ability to deliver, and compliance with City specifications and scope of work. Based on these criteria and criteria in SMMC

2.24.073, staff recommends Beacon Mortuary, Inc. as the best qualified firm to provide mortuary services, decedent preparation, and decedent transportation services based on Beacon’s area of expertise and qualifications.

The services that Beacon Mortuary, Inc. would provide would be paid for by the City but are immediately recovered from the client families during the funeral arrangement

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conference as part of the cemetery’s revenues. The charges are based upon a “per decedent” charge from the vendor.

Financial Impacts and Budget Actions
The contract to be awarded to Beacon Mortuary, Inc. is for an amount not to exceed $425,000. Funds of $85,000 are available in the FY 2018-19 proposed budget in the Public Works Department. The contract will be charged to account 37641.556100 and 37641.556110. Future funding is contingent on Council budget approval.

Prepared By: Sybille Moen, Principal Administrative Analyst Approved Forwarded to Council
Attachments:

A. Oaks Initiative Disclosure Form

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Packet Pg. 210 Attachment: Beacon Staff Report 5.22.2018 (5629 : Cemetery Operations Contracts) City Council
Report
City Council Meeting: May 11, 2021
Agenda Item: 3.C
1 of 3
To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Cemetery Subject: Award Sole Source Contract to Beacon Mortuary for Embalming, Cremation, Decedent Care, and Transportation Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute an agreement with Beacon Mortuary for embalming, cremation, decedent care, transportation of decedents, and funeral service assistance for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Santa Monica Municipal Code Section 2.24.250(d) and is for a total amount not to exceed $350,000 with future year funding contingent on Council budget approval.

Summary
In January 2021 Woodlawn Cemetery, Mausoleum & Mortuary solicited bids for mortuary services including embalming, cremation transportation, decedent care, and funeral service assistance. No bids were received. Staff recommends awarding an exception to competitive bidding contract to the City’s current provider of these services, Beacon Mortuary, in the amount of $70,000 per year for five years, for a total amount not to exceed $350,000.

Discussion
Since June 2011, the Cemetery has operated a full-service mortuary that provides the community with the convenience of arranging for end of life services, including embalming and cremation at one location on the Woodlawn premises. These services have been provided under contract since the opening of the Mortuary in 2011.

On January 4, 2021 staff published a formal request for proposals (RFP) on ProcureNow, (RFP 284). No proposals were received. Due to the COVID-19 pandemic and ensuing extreme increase in the death rate in Southern California, local mortuaries

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were overwhelmed with cases. Staff believes this is the reason no proposals were submitted. Staff is requesting this contract be awarded as an exception to the City’s competitive bidding requirement. The current provider, Beacon Mortuary, has agreed to enter into a contract with the same terms and conditions as the City’s current contract that was originally executed in 2016 and will soon expire. The working relationship between staff and Beacon Mortuary has been positive and productive in providing seamless end of life services to the community.

Exception to Competitive Bidding
Staff recommends Beacon Mortuary to provide mortuary services including embalming, cremation transportation, decedent care, and funeral service assistance as an exception to competitive bidding per Muni Code 2.24.250 (d). Beacon Mortuary has been providing exemplary services to Woodlawn since 2016. Based on Beacon’s ability, capacity and skill to provide mortuary services promptly, within the time specified, and without delay or interference; the character, integrity, reputation, judgment, training, experience and efficiency of Beacon staff; the skill of their licensed embalmers, as well as their fair pricing. d. items to be purchased are for resale to the public, such as, cemetery services or products; Past Council Actions
Meeting Date Description
05/22/18 (Attachment A) Council awarded contract to Beacon Mortuary for mortuary services.

Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Cemetery Fund to award an agreement with Beacon Mortuary for mortuary services. Future year funding is contingent on Council budget approval.

Contract/Agreement/Purchase Order Request
FY 2021-22
Budget
Request Amount
Department/CIP Account # Total Contract
Amount
$70,000 59500001.550120 $350,000

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Prepared By: Cindy Tomlinson, Cemetery Administrator
Approved Forwarded to Council
Attachments:

A. May 22, 2018 Beacon Mortuary Inc City Council Report B. Oaks Initiative - 2021 Beacon

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CITY OF SANTA MONICA

CITY COUNCIL MINUTES
MAY 11, 2021
A regular meeting of the Santa Monica City Council was called to order by Mayor Himmelrich at 5:30 p.m., on Tuesday, May 11, 2021, via teleconference pursuant to the Governor’s Executive Order N-29-20 at https://primetime.bluejeans.com/a2m/live-event/eawbaucd Roll Call: Present: Mayor Sue Himmelrich
Mayor Pro Tem Kristin McCowan
Councilmember Phil Brock
Councilmember Gleam Davis
Councilmember Oscar de la Torre
Councilmember Kevin McKeown
Councilmember Christine Parra
Also Present: Interim City Manager Lane Dilg
Interim City Attorney George Cardona
City Clerk Denise Anderson-Warren
ANNOUNCEMENT Mayor Himmelrich announced that Items 1.D., 1.E., 1.F. and 3.C. were removed from the agenda by staff, prior to the 72-hour posting of the agenda.

CLOSED SESSIONS There was no public comment on closed sessions.

Councilmember de la Torre announced that he will be recusing himself from Item 1.G. for the reasons he previously stated at the April 13th and April 27th Council meetings.

On order of the Mayor, the City Council recessed at 5:34 p.m., to consider closed sessions and returned at 7:07 p.m., with all members present, to report the following:

1.A. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Santa Monica Coalition for a Livable City v.

City of Santa Monica, et al., Los Angeles Superior Court, Case No. 20STCP03106.

The Interim City Attorney advised that this litigation relates to the SMCLC’s claims that the City’s decision in July 2020 to proceed with DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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negotiations with the developers of a proposed project on parcels located at 4th and 5th and Arizona in Santa Monica violated the Surplus Lands Act.

The City does not admit the allegations in SMCLC’s lawsuit and does not agree with the merits of SMCLC’s claims, which were rendered moot by the Council’s December 15, 2021 decision to terminate negotiations with the developers. SMCLC has dismissed its complaint but has filed a motion seeking attorneys’ fees. The City does not admit to the allegations nor agree with the merits of SMCLC’s motion for attorneys’ fees, but to avoid the expense and burden of further litigation, the City Attorney’s Office recommended settlement in the amount of $115,000.

Motion by Mayor Himmelrich, seconded by Mayor Pro Tem McCowan, to approve Settlement Agreement No. 11152 (CCS), in the amount of $115,000. The motion was approved by the following vote:

AYES: Councilmembers Brock, McKeown, Davis, Parra,
Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: Councilmember de la Torre
ABSENT: None

1.B. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Jones-Thomas v. City of Santa Monica, Los Angeles Superior Court, Case No. BC691476.

The Interim City Attorney advised this matter was heard with no reportable action taken.

1.C. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Richard v. City of Santa Monica, Los Angeles Superior Court, Case No. 19STCV22178.

The Interim City Attorney advised that the plaintiff, now deceased, alleged that he suffered severe spinal injuries and partial paralysis when he fell from his seat on a Big Blue Bus on October 17, 2018, and that the fall was the result of the bus making a right turn at too high a speed. The City does not admit the allegations, but to avoid the expense and burden of further litigation, the City Attorney’s Offices recommended settlement in the amount of $125,000.

Motion by Mayor Himmelrich, seconded by Councilmember Brock, to approve Settlement Agreement No. 11153 (CCS), in the amount of $125,000. The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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Councilmember de la Torre
was excused at 6:25 p.m.

Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None

1.D. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Gov. Code Section 54956.9(d)(1): Unfair Practice Charge, Administrative Team Associates v. City of Santa Monica, Public Employment Relations Board, Case No. LA-CE-1495-M; Unfair Practice Charge,
Administrative Team Associates v. City of Santa Monica, Public Employment Relations Board, Case No. LA-CE-1507-M.

This item was removed at the request of staff.

1.E. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Gov. Code Section 54956.9(d)(1); Unfair Practice Charge, Santa Monica Firefighters Local 1109 IAFF v. City of Santa Monica, Public Employment Relations Board, Case No. LA-CE-1514-M.

This item was removed at the request of staff.

1.F. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Gov. Code Section 54956.9(d)(1); Unfair Practice Charge, Municipal Employees Association v. City of Santa Monica, Public Employment Relations Board, Case No. LA-CE-1510-M.

This item was removed at the request of staff.

1.G. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Gov. Code Section 54956.9(d)(1): John Doe #1, et al. v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 20STCV36226; John Doe #1 v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 20STCV39505; John UA Doe, et al. v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 20STCV43543; John AI Doe v.

City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 20STCV44059; John Doe #7, et al. v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 20STCV46215; John PS Doe v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 20STCV48207; John FM Doe, et al. v. Roe #1, Roe #2, et al., Los Angeles Superior Court, Case No. 20STCV49643; John UN Doe v.

City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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Court, Case No. 21STCV00968; John OQ Doe, et al. v. Santa Monica PAL, City of Santa Monica, et al., Los Angeles Superior Court, Case No. 21STCV04365; John Doe #17 v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 21STCV07070; John Doe #18 v. City of Santa Monica, Santa Monica PAL, et al., Los Angeles Superior Court, Case No. 21STCV08464.

The Interim City Attorney advised this matter was heard with no reportable action taken.

SPECIAL AGENDA
ITEMS:

Councilmember de la Torre
returned at 7:03 p.m.

2.A. Proclamation: Asian American and Pacific Islander Heritage Month, was presented by the Mayor.

2.B. Proclamation designating May 16 – 23, 2021 as National Public Works Week, was presented by the Mayor.

CONSENT CALENDAR: All items were considered and approved in one motion unless removed by a Councilmember for discussion.

There was no public comment on the various Consent Calendar items.

At the request of Councilmember de la Torre, Item 3.F. was removed from the Consent Calendar.

Motion by Councilmember McKeown, seconded by Councilmember Brock, to approve the Consent Calendar except for Items 3.C. and 3.F., reading resolutions by title only and waiving further reading thereof. The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
OLYMPIC WELL FIELD 3.A. Award Request for Proposal #286 and Enter into Agreement No. 11154 (CCS) with ICF International for Olympic Well Field Groundwater Monitoring Professional Services, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award RFP# 286 to ICF International to perform regulatory mandated groundwater monitoring and studies related to
groundwater management in the Olympic Well Field and for adaptive management of the City’s groundwater resources to help achieve the City’s water self-sufficiency goals for the Public Works Department; and
DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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2. Authorize the City Manager to negotiate and execute an agreement with ICF International in an amount not to exceed $1,675,130 for three years, with two additional one-year renewal options in a total amount not to exceed $1,329,952 for the two years, on the same terms and conditions, for a total amount not to exceed $3,005,082 over a five-year period.

CLEAN ENERGY 3.B. Award Bid #4404 and Enter into Agreement No. 11155 (CCS) with Clean Energy Fuels Corporation for Purchase of Renewable Liquid Natural Gas, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Bid #4404 to Clean Energy Corporation to provide Renewable Natural Gas fuel for the Santa Monica Department of Transportation.

2. Authorize the City Manager to negotiate and execute an agreement with Clean Energy Fuels Corporation, in an amount not to exceed $5,871,932 over a five-year period, which includes a 15% contingency and a 2.5% annual cost escalator, with future year funding contingent on Council budget approval.

MORTUARY SERVICES 3.C. Award Sole Source Contract to Beacon Mortuary for Embalming, Cremation, Decedent Care, and Transportation Services, was removed at the request of staff.

Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute an agreement with Beacon Mortuary for embalming, cremation, decedent care, transportation of decedents, and funeral service assistance for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Santa Monica Municipal Code Section 2.24.250(d) and is for a total amount not to exceed $350,000 with future year funding contingent on Council budget approval.
1121 22ND STREET 3.D. Adoption of Resolution No. 11329 (CCS) entitled: “A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA

MONICA ACCEPTING AND APPROVING THE FINAL PARCEL MAP
FOR PARCEL NO. 73727 TO SUBDIVIDE A PROPERTY AT 1121 22nd STREET”, was adopted.

Recommended Action
Staff recommends that the City Council adopt the attached resolution accepting and approving Final Parcel Map No. 73727 for a three-unit condominium project at 1121 22nd Street.

DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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CYBERSECURITY 3.E. Award Professional Services Agreement No. 11156 (CCS) to RSI Systems Inc. for Cyber-Security Resource, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Cybersecurity Resource RFP to RSI Systems Inc., to assist with the continued development of a robust cybersecurity program to properly safeguard City assets.

2. Authorize the City Manager to negotiate and execute an agreement with RSI Systems, in an amount not to exceed $525,000 over a three-year period, with future year funding contingent on Council budget approval and additional grant funding.

3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.

MINUTES 3.G. Minutes for the City Council - Regular and Special Meeting - Apr 27, 2021 5:30 PM, were approved.

HOMELAND SECURITY 3.F. Authorization to accept the 2020 Urban Area Security Initiative (UASI) Grant Funds for Homeland Security Projects and enter into a Subrecipient agreement with the City of Los Angeles, was presented.

Recommended Action
Staff recommends that the City Council:

1. Authorize the City Manager to accept a grant awarded in the amount of $2,164,108.00 from the 2020 Urban Area Security Initiative (UASI) for homeland security projects in the Police, Fire, and Information Services Departments, and to accept all grant renewals.

2. Authorize the City Manager to execute all necessary documents to accept the grant and all grant renewals.

3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.

This item was pulled by Councilmember de la Torre to ask questions of staff.

Questions asked and answered of staff included: who owns the data that is pulled and how is it used; how long is the data retained, and is that period of time justifiable to complete investigations; and, what is this product and how is it used.

Motion by Councilmember de la Torre, seconded by Councilmember Brock, to approve the recommended action.

DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
ORDINANCES:

REMOTE CONTROL

DELIVERY DEVICES

7.A. Second Reading And Adoption Of Ordinance No. 2672 (CCS) Of entitled “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF

SANTA MONICA AMENDING SANTA MONICA MUNICIPAL CODE
SECTION 3.12.1055 TO ALLOW THE CITYWIDE OPERATION OF

REMOTE-CONTROLLED DELIVERY DEVICES BY OPERATORS

PARTICIPATING IN THE ZERO EMISSIONS DELIVERY ZONE PILOT PROGRAM”, was presented.

Recommended Action
Staff recommends that City Council waive reading in full and adopt the attached Ordinance.

Motion by Councilmember Davis, seconded by Mayor Himmelrich, to adopt the ordinance, reading by title only and waiving further reading thereof. The motion was approved by the following vote:

AYES: Councilmembers de la Torre, Brock, McKeown, Davis, Parra, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
STAFF

ADMINISTRATIVE
ITEMS:

AFTER ACTION REPORT

8.A. OIR Group Independent After-Action Report and Evaluation Regarding Events Leading To, During, and Following May 31, 2020, was presented.

Recommended Actions
Staff recommends that the City Council:
(1) Receive OIR Group’s Independent After-Action Report and Evaluation Regarding the Events Leading To, During, and Following May 31, 2020 (the “Report”);
(2) Direct the Santa Monica Police Department (“SMPD”) to prepare a response to the Report indicating the degree to which SMPD accepts each of the recommendations made and setting out a plan for implementation; and
(3) Direct staff to develop a plan, including oversight by the Public Safety Reform and Oversight Commission, for independent evaluation and public reporting on the status of SMPD’s implementation of the recommendations.

Members of the public Jan Ludwinski, Denise Barton, John Medlin, Joann DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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Berlin, Clay Claiborne, and, Isabel Story spoke to the recommended action.

Questions asked and answered of staff included: is it unusual to find out that so many body worn cameras were not activated; was there any pattern to the cameras that weren’t turned on, were they more at the protest or the looters; is there any sense in Santa Monica that body worn cameras are only worn 50% of the time, or was something unusual on that particular day; why weren’t there 100 additional officers instead of the 20, and how did that decision get made; were there any conversations about the fact that there wasn’t a second drone available, when the first drone was not working to report live feed to dispatch; nobody reviewed the body cams until a month ago; was there accountability by SMPD for the officers who never turned on their body cams or used excessive force that day over the past 11 months; was SMPD going to deliver an after-action report without viewing the body cam video back in July or August; provide any insight as to the reasoning the Police did not address the significant looting and rioting happening in the city; the Police Captains who remain, were they retrained, do they understand their responsibility to respond differently if there was a next time; what can our Police department and our city do in those 44 recommendations to build the trust in the community; blame for the lack of an initial after-action report lies solely with whom; who knew what and when, because there was allegations that the Council was directing PD; was there anything beyond the Chief of Police emailing the Council to say that she was handling everything; is there any explanation to help understand the challenges for resources and training, or was it just poor planning; what was the exact number of officers we provided for mutual aid for surrounding municipalities; based on experiences with other departments, are there mutual aid opportunities inside of dispatch; is our EOC sufficient for a city of our size; was there any evidence that the City Manager was involved in making budget decisions to only authorize 20 additional officers; the two Captains that were sent to meet with protestors, how was that decision made, and what was the reasoning behind that decision; what was the report back from the Police Officers who were sent to Beverly Hills on Saturday, and was there any report back and communications on what they experienced; is there any understanding on why there was such an exodus of high Police Officials in the first few months of hiring the Police Chief; what type of accountability is recommended for those officers who did not turn on their body cameras; why are there no names listed in the report; with respect to the many issues identified, can this be considered rookie mistakes, was there a lack of preparedness on the executive level of the Police in knowing how to deal with any incidence like this; what do we need to look for in a new Police Chief; was this also a result of lacking a succession plan; do you think the looting was preventable; should the Council be integrated into the planning to help with communication for whenever this type of event were to ever occur again; what can we do for the mental health and overall health to help DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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our Police Officers to improve the morale; is there some sort of program that is designed for Police Officers to help with mental health issues; and, has the RFP for the Inspector General been issued.

Considerable discussion ensued on topics including, but not limited to:
coordinating this unprecedented event was difficult doing things virtually; priorities should be broken down into three categories; more transparency is needed with the community when major events are happening in the city; for emergency planning, everything should be geared up, and it’s easier to reduce what’s not needed; mental health help is primary for law enforcement and surrounding staff; Priorities should include Leadership, Planning and Use of Force; have PD report back within 90 days, how they plan to implement the 44 recommendations; concerns that it’s too much to ask the Public Safety Reform Oversight Commission to return in 90 days, given that they aren’t having their first meeting until June, as well as they have already been tasked to complete a list of other items to review.

Motion by Councilmember McKeown, seconded by Councilmember Brock, to pass along all 44 of the recommendations, with the priorities being Leadership, Planning and Use of Force; that they be passed along to the Police Department, asking them to come back to the Council in 90 days, reporting how they plan to implement the 44 recommendations; pass them on to the Commission, asking them to look at the 44 and help Council decide what more might need to be done, to report back to Council in 90 days with their recommendations.

Mayor Himmelrich proposed a friendly amendment to add to the priorities Mental Health for the Police Officers. The motion was considered friendly to the maker and the seconder.

Interim City Attorney Cardona restated the motion, with the amendment:
1) Receive OIR Group’s Independent After-Action Report and Evaluation Regarding the Events Leading To, During, and Following May 31, 2020 (the “Report”);
2) to direct the Santa Monica Police Department (“SMPD”) within 90 days to prepare a response to the Report, setting out a plan for implementation of the Report’s recommendations, with priorities being leadership, planning, use of force, and mental wellbeing of police officers; and 3) Direct the Public Safety Reform and Oversight Commission (PSROC) within 90 days to review the report consolidating consideration of other policing issues and setting out additional recommendations for consideration by Council.
4) to direct staff to develop a plan, based on the reports from SMPD and PSROC, including oversight by the Public Safety Reform and Oversight Commission, for prioritization independent evaluation and public reporting DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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on the status of SMPD’s implementation of the recommendations.

The maker and seconder accepted the motion read by the Interim City Attorney.

There were concerns from some Councilmembers about the 90-day timeline being too short, and to maybe consider 120 days instead.

Councilmember McKeown proposed amending the motion to have the Police Department come back in 60 days with an Information item and have the PSFOC report back with a workplan based on the recommendations, within no more than 90 days. The motion was considered friendly by the seconder.

The Interim City Attorney read the final motion, with amendments as follows:
(1) Receive OIR Group’s Independent After-Action Report and Evaluation Regarding the Events Leading To, During, and Following May 31, 2020 (the “Report”);
(2) Direct the Santa Monica Police Department (“SMPD”) within 60 days to prepare a response to the Report, in the form of an information item, setting out a plan for implementation of the Report’s recommendations, with priorities being leadership, planning, use of force, and mental wellbeing of police officers; and
(3) Direct the Public Safety Reform and Oversight Commission within 60 days after the issuance of the information item to review the information item and prepare a work plan for consolidating their consideration of other policing issues and setting out additional recommendations for consideration by Council; and,
(4) Direct staff, working with the Public Safety Reform and Oversight Commission, to develop a plan, including oversight by the Public Safety Reform and Oversight Commission, for prioritization, independent evaluation, and public reporting on the status of SMPD’s implementation of the recommendations.

The motion with the amendments were approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
Motion by Councilmember McKeown, seconded by Mayor Himmelrich, to Direct staff to ensure that body-cam use is enforced; and, direct staff to organize outdoor city-wide event for national night out for community to celebrate coming back together and recognize good work done by police.

DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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The motion was approved by the following vote:

AYES: Councilmembers de la Torre, Brock, McKeown, Davis, Parra, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
AGENDA MANAGEMENT Motion by Mayor Himmelrich, seconded by Councilmember McKeown, to hear items 13.A – 13.D. together, as they are all accepting resignations from boards and commissions. The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None

COUNCILMEMBER
DISCUSSION ITEMS:

ARTS

13.A. Recommendation to accept Angela Scott's resignation from the Arts Commission and authorize the City Clerk to publish the vacancy, was presented.

There was no public comment on this item.

Motion by Mayor Himmelrich, seconded by Councilmember McKeown, to accept the resignation with regret. The motion was approved by the following vote:

AYES: Councilmembers de la Torre, Brock, McKeown, Davis, Parra, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None

DISABILITIES

COMMISSION

13.B. Recommendation to accept Marielle Kriesel's resignation from the Disabilities Commission and authorize the City Clerk’s office to publish the vacancy, was presented.

There was no public comment on this item.

Motion by Mayor Himmelrich, seconded by Councilmember McKeown, to accept the resignation with regret. The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
SOCIAL SERVICES 13.C. Recommendation to accept Derek Devermont's resignation DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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COMMISSION from the Social Services Commission and authorize the City Clerk to publish the vacancy, was presented.

There was no public comment on this item.

Mayor Himmelrich, seconded by Councilmember McKeown, to accept the resignation with regret. The motion was approved by the following vote:

AYES: Councilmembers de la Torre, Brock, McKeown, Davis, Parra, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None

COMMISSION ON THE

STATUS OF WOMEN

13.D. Recommendation to accept Kelsey O'Hara's resignation from the Commission on the Status of Women and authorize the City Clerk to publish the vacancy, was presented.

There was no public comment on this item.

Mayor Himmelrich, seconded by Councilmember McKeown, to accept the resignation with regret. The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None

BOARDS AND

COMMISSIONS

13.E. Request of Mayor Himmelrich and Councilmember Brock that the City Council form an ad hoc committee of 3 council members to study and make recommendations to the City Council concerning the boards and commissions structure, including but not limited to:
commission consolidation and reclassification, methods of appointment, council liaisons, and staffing of commissions, was presented.

Member of the public Denise Barton and Dolores Sloan spoke on the recommended action.

Motion by Mayor Himmelrich, seconded by Councilmember McKeown, to approve the recommendation. The motion was approved by the following vote:

AYES: Councilmembers Parra, Davis, McKeown, Brock, de la Torre, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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The Mayor opened the floor for nominations.

Councilmembers Brock, Davis and Mayor Pro Tem McCowan were nominated.

Motion by Mayor Himmelrich, seconded by Councilmember Davis, to appoint Councilmembers Brock, Davis, and Mayor Pro Tem McCowan to serve as the members of the ad hoc. The motion was approved by the following vote:

AYES: Councilmembers de la Torre, Brock, McKeown, Davis, Parra, Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: None
ABSENT: None
CITY HALL MURAL 13.F. Request of Councilmembers de la Torre, Parra and Brock that, as part of the City’s efforts to eliminate and mitigate the vestiges of white supremacy and racial injustice in the City of Santa Monica, the City Council direct staff to address community concerns related to the display of the 1930s Stanton McDonald Wright mural at the entrance to Santa Monica City Hall. Specifically, the request is that Council direct staff as follows: In the short term, the City will install a temporary artistic scrim (light woven or screen material) cover over the mural to begin recontextualizing the mural prior to July 13th, when the public is expected to return for Council meetings in City Hall. In the long-term, the City will, taking into account prior plans set forth by the Arts Commission and Cultural Affairs, initiate a community engagement and education process around the
representations depicted in the mural. This process will include engaging an artist to recontextualize the mural with artwork that does not whitewash our past but rather celebrates the diverse history of Santa Monica’s people, culture and its renewed commitment to acknowledging the movement for equity, justice and respect for all, was presented.

Members of the public Denise Barton and Jeremy Gonzales spoke on the recommended action.

Questions asked and answered included: this isn’t about removing the mural; thoughts about contextualizing the mural, instead of covering it up; how much is it going to cost to cover up a portion of the mural; and is this about covering up the mural on the north wall or both murals.

Motion by Councilmember de la Torre, seconded by Councilmember DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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Brock, to approve the recommendation.

Mayor Himmelrich proposed a friendly amendment to put mesh up until the context is created. The motion was not considered friendly by the maker.

Councilmember Brock proposed a substitute motion to find out what the cost to put up the mesh, but don’t put anything on top of the mural, and then start the robust discussion about can it be moved, should it stay, should there be an explanation, and/or what goes on with it. The motion failed for a lack of a second.

Councilmember Brock proposed that the same scrim be placed on the south wall mural as well. The motion was considered friendly by the maker.

The original motion, with the amendment was approved by the following vote:

AYES: Councilmembers de la Torre, Brock, Davis, Parra,
Mayor Pro Tem McCowan, Mayor Himmelrich
NOES: Councilmember McKeown
ABSENT: None
Councilmember McKeown stated for the record his no vote was because he believes covering up the mural is the wrong way to start a discussion of how we should look at works of art in Landmarked buildings in 2021.

What we’re doing here is going down a path of obscuring and forgetting our past, instead of changing the narrative and recontextualizing what’s on those walls.

PUBLIC INPUT: There was no public commented on various local issues.

ADJOURNMENT On order of the Mayor, the City Council meeting adjourned at 12:05a.m.

ATTEST: APPROVED:

Denise Anderson-Warren Sue Himmelrich
City Clerk Mayor
DocuSign Envelope ID: 55743FCA-B249-400A-8BD9-67BE94AC4B0E

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Report
City Council Meeting: January 28, 2020
Agenda Item: 3.B
1 of 4
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Cemetery
Subject: Award Request for Proposal and enter into Agreement with Carriage Transit Solutions, Inc. for Woodlawn Mortuary Transportation Services Recommended Action
Staff recommends that the City Council:

1. Award RFP #226 to Carriage Transit Solutions, Inc., a California-based company, for Decedent Transportation Services for the Public Works Department;

2. Authorize the City Manager to negotiate and execute an agreement with Carriage Transit Solutions, Inc., in the amount not to exceed $25,000 for one year, with four additional one-year renewal options in the amount of $25,000, on the same terms and conditions, for a total amount not to exceed $125,000 over a five-year period, with future funding contingent on Council budget approval.

Summary
The City-owned Woodlawn Cemetery, Mausoleum and Mortuary provides decedent transportation services for mortuary cases through the use of a mortuary transportation contractor. These services are vital to the operation of the mortuary. Staff recommends awarding an agreement with Carriage Transit Solutions, Inc. for a total not to exceed $125,000 over a five-year period for decedent transportation services.

Discussion
Woodlawn began providing mortuary services in June 2011. The mortuary provides the community with the convenience of arranging for end-of-life services in one location.

Decedent transportation has been contracted out since Woodlawn began offering mortuary services in 2011. Contracting mortuary transportation services benefits the public due to the cost, risk and expertise required for the services. The City awarded a contract to Beacon Mortuary, Inc. in 2018 for combined mortuary and transportation services. Subsequently, Beacon Mortuary’s ownership structure changed and it no

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longer had staff that could facilitate decedent transportation services within the necessary time frame outlined in the contract. Beacon Mortuary is still fully capable of offering mortuary services, which include decedent preparation and cremation, because those services are scheduled in advance and are not restricted by a two-hour response time. However, Beacon Mortuary is no longer capable of providing decedent transportation services that the City relies upon for its operations at Woodlawn.

The ability to provide timely, around-the-clock transport of decedents from any location to the City’s mortuary is vital to Woodlawn’s operation and to the families it serves. Staff issued an RFP for decedent transportation services and received only one response, from Carriage Transit Solutions, Inc. Staff recommends awarding an agreement with Carriage Transit Solutions, Inc., for these services. If approved, the services provided by Carriage Transit Solutions, Inc. would be paid for by the City, but then immediately recovered from the client families during funeral arrangement conferences as part of the cemetery’s revenues. The charges are based upon a “per decedent” charge from the vendor.

Past Council Actions
05/22/2018
(Attachment A)
Approved contract with Beacon Mortuary, Inc. for Mortuary and Transportation Services
Vendor Selection
Bidder Recommendation
Best Qualified Firm Best Qualified Firm
Evaluation Criteria A maximum of 100 points may be awarded based upon the quality and thoroughness of the proposer’s response to each evaluation factor as follows.

Experience and Technical Competence: Up to 30 points.

Based on relevant experience of key personnel based on
resumes and documented experience, training, and proven expertise in the area of mortuary operations.

Cost of Services, Cost Control: Up to 20 points. Based on contractor’s overall cost proposal for mortuary and transportation services.

Ability to Meet Project Work Plan and Timeliness: Up to 20 points. Based on the contractor’s ability to perform the work within the desired time frame and past experience in assembling

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a highly qualified staff. Efficiency and timeliness in completion of projects; specifically note response time for decedent transport.

Stability/References: Up to 20 points. Based on evaluation of proposer’s work for similar mortuary and decedent transport services.

Proximity of Facility: Up to 10 Points. Based on the proximity of Contractor’s facility to Woodlawn Cemetery, Mausoleum & Mortuary. Contractor’s ability to respond to requests for service timely and within limits set herein.

Municipal Code SMMC 2.24.190
RFPs Received
Carriage Transit Solutions, Inc.

RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
04/24/2019 City's Online
Bidding Site Santa Monica Daily Press 8 07/10/2019
Justification to Award
Staff received only one proposal from Carriage Transit Solutions, Inc., for decedent transportation services. Upon receiving the single bid, staff verified that the RFP was distributed to qualified firms. Several firms were contacted to find out why they did not submit proposals. One firm forgot about the application deadline even though a reminder was sent, and another firm did not submit a proposal because it provides services to local competitors. Carriage Transit Solutions meets the qualifications to provide decedent transportation services. Based on this criteria and criteria in SMMC 2.24.190, staff recommends Carriage Transit Solutions, Inc. as the best qualified firm. Staff contacted a reference for Carriage Transit Solutions, Inc., and the reference spoke highly of Carriage Transit Solutions, Inc.’s professionalism and respectfulness while transporting decedents.

Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Cemetery Fund to award an agreement with Carriage Transit Solutions, Inc. for decedent transportation services.

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Agreement Request
Request Amount
FY 2019-20 Budget
Public Works Department
Total Contract
Amount
$25,000 59500001.550120 $125,000
Future year funding is contingent on Council budget approval.

Prepared By: Adam Lopez, Cemetery Administrator
Approved Forwarded to Council
Attachments:

A. May 22, 2018 Staff Report
B. CTS Oaks Initiative Signed

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CITY OF SANTA MONICA

CITY COUNCIL MINUTES
JANUARY 28, 2020
A regular meeting of the Santa Monica City Council was called to order by Mayor McKeown at 5:30 p.m., on Tuesday, January 28, 2020, at the Civic Center - East Wing, 1855 Main Street.

Roll Call: Present: Mayor Kevin McKeown
Mayor Pro Tem Terry O’Day (arrived at 5:55 p.m.)
Councilmember Gleam Davis
Councilmember Sue Himmelrich
Councilmember Ana M. Jara
Councilmember Greg Morena
Councilmember Ted Winterer
Also Present: City Manager Rick Cole
City Attorney Lane Dilg
City Clerk Denise Anderson-Warren
CONVENE/PLEDGE On order of the Mayor, the City Council convened at 5:30 p.m., with all members present except Mayor Pro Tem O’Day. Councilmember Winterer led the assemblage in the Pledge of Allegiance.

CLOSED SESSIONS
Mayor Pro Tem O’Day
arrived at 5:55 p.m.

There was no one present for public comment on closed sessions.

On order of the Mayor, the City Council recessed at 5:33 p.m., to consider closed sessions and returned at 6:30 p.m., with all members present, to report the following:

1.A. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Shu Chang v. City of Santa Monica, Los Angeles Superior Court, Case No. BC 702558.

The City Attorney advised this matter was a sidewalk trip and fall accident.

The City Attorney’s Office recommended settlement in the amount of $150,000.

Motion by Councilmember Davis, seconded by Councilmember Winterer, to approve Settlement Agreement No. 10991 (CCS) in the amount of $150,000.

DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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Mayor Pro Tem O’Day
excused at 6:13 p.m.

Mayor Pro Tem O’Day
returned at 6:30 p.m.

The motion was approved by the following vote:

AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara, Mayor McKeown
NOES: None
ABSTAIN: Mayor Pro Tem O’Day

1.B. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Kirk Kelly v. Jacob Charles Duncan, City of Santa Monica, et al., Los Angeles Superior Court, Case No. BC722657.

The City Attorney advised this matter was a motorcycle accident with and Santa Monica Police Officer who was driving his car. The City Attorney’s Office recommended settlement in the amount of $125,000.

Motion by Councilmember Davis, seconded by Councilmember Winterer, to approve Settlement Agreement No. 10992 (CCS) in the amount of $125,000. The motion was approved by the following vote:

AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena, Mayor McKeown
NOES: None
ABSTAIN: Mayor Pro Tem O’Day

1.C. Conference with Labor Negotiator: Government Code Section 54957.6. Agency Designated Representatives: Lori Gentles, Chief People Officer-HR, Human Resources Manager Shawn Weiske, and Outside Counsel Laura Kalty, Bargaining Unit: Coalition of Santa Monica City Employees (CSMCE).

This item was removed at the request of staff.

SPECIAL AGENDA
ITEMS:

2.A. City Manager's Report: Celebrating Black History Month, was presented.

Member of the public Nat Trives spoke in support.

2.B. Proclamation: Black History Month, was presented by the Mayor.

2.C. City Manager's Report: Fiscal Year 2018-2019 Annual Report, was presented.

REPORT ON COUNCIL
TRAVEL
There was nothing to report on Council travel.

DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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CONSENT CALENDAR: All items were considered and approved in one motion unless removed by a Councilmember for discussion.

There were no members of the public present to comment on the Consent Calendar.

Councilmember Jara acknowledged that she received word that she does not have to recuse herself from Item 3.A., so she will be voting on this item this evening.

Motion by Councilmember Davis, seconded by Councilmember Morena, to approve the Consent Calendar, reading resolutions by title only and waiving further reading thereof. The motion was approved by the following vote:

AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
PUBLIC

HOUSEKEEPING

TRAINING

3.A. Award Request for Proposal and enter into Agreement No. 10986 (CCS) with Santa Monica College’s Office of Workforce & Economic Development to provide Public Housekeeping Training, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award RFP# 101819 to Santa Monica College’s Office of Workforce & Economic Development to provide training to Santa Monica’s hotel housekeepers in accordance with Santa Monica Municipal Code Chapter 4.67;

2. Authorize the City Manager to negotiate and execute an agreement to certify and designate the Office of Workforce & Economic Development at Santa Monica College as the City’s Public Housekeeping Training Organization for a term of three years, with three additional one-year renewal options, at no cost to the City.

WOODLAWN

MORTUARY

3.B. Award Request for Proposal and enter into Agreement No. 10987 (CCS) with Carriage Transit Solutions, Inc. for Woodlawn Mortuary Transportation Services, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award RFP #226 to Carriage Transit Solutions, Inc., a Californiabased company, for Decedent Transportation Services for the Public Works Department;

2. Authorize the City Manager to negotiate and execute an agreement DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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with Carriage Transit Solutions, Inc., in the amount not to exceed $25,000 for one year, with four additional one-year renewal options in the amount of $25,000, on the same terms and conditions, for a total amount not to exceed $125,000 over a five-year period, with future funding contingent on Council budget approval.

SUSTAINABLE WATER

INFRASTRUCTURE

PROJECT

3.C. Award Request for Proposal and enter into Agreement No. 10988 (CCS) with Environmental Science Associates (ESA) for Paleontological, Archeological, and Cultural Resource Compliance Monitoring Services for the Sustainable Water Infrastructure Project, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award RFP #SP2456 to Environmental Science Associates (ESA), a California-based company, for paleontological, archaeological, and cultural resource compliance monitoring services for the Sustainable Water Infrastructure Project (SWIP) for the Public Works Department, and;

2. Authorize the City Manager to negotiate and execute an agreement with Environmental Science Associates (ESA) in an amount not to exceed $205,360 for three years.

PEST MANAGEMENT

SERVICES

3.D. Award Bid and enter into Agreement No. 10989 (CCS) with West Coast Environmental Services for Integrated Pest Management Services, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Bid #4390 to West Coast Environmental Services, a California-based company, for structural integrated pest management services for properties owned, occupied, leased, or otherwise operated by the City of Santa Monica citywide;

2. Authorize the City Manager to negotiate and execute an agreement with West Coast Environmental Services, in an amount not to exceed $100,000 for one year, with four-additional one-year renewal option(s) in the amount of $100,000, on the same terms and conditions, for a total amount not to exceed $500,000 over a fiveyear period, with future year funding contingent on Council budget approval.

SHORT RANGE TRANSIT
PLAN

3.E. Receive and File Short Range Transit Plan and Adoption of Resolution No. 11223 (CCS) entitled “A RESOLUTION OF THE CITY

COUNCIL OF THE CITY OF SANTA MONICA TO AUTHORIZE THE
CITY MANAGER TO FILE THE FY 2019-20 THROUGH FY 2021-22

TRANSPORTATION DEVELOPMENT ACT AND STATE TRANSIT
DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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ASSISTANCE CLAIM; TO SUBMIT GRANT APPLICATIONS AND

TO NEGOTIATE AND EXECUTE GRANT AGREEMENTS AND

OTHER TRANSIT AGREEMENTS IN FURTHERANCE OF THE
SHORT RANGE TRANSIT PLAN FOR FY2019-20 THROUGH 2021-
22”, was approved and adopted.

Recommended Action
Staff Recommends that the City Council:

1. Authorize the City Manager to file the Fiscal Year (FY) 2019-20 through FY 2021-22 Short Range Transit Plan (SRTP) with the Los Angeles County Metropolitan Transportation Authority (Metro).

2. Adopt the attached resolution authorizing the City Manager to: (a) apply for and execute grant agreements and execute related certifications and assurances with the Federal Transit
Administration (FTA), Metro, or other federal, state, regional or local agencies; and, (b) enter into agreements for transit funds for the pass-through of funds and agreements for planning,
programming, and implementing transit services and capital projects during FY 2019-20 through FY 2021-22.

MINUTES 3.F. Minutes of City Council - Regular Meeting - January 14, 2020, were approved.

WEBSITE 3.G. Authorization to Award Contract No. 10990 (CCS) for a New City-Wide Website, was approved.

Recommended Action
Staff recommends that the City Council:

1. Authorize the City Manager to negotiate and execute and agreement with Symsoft Solutions Corporation, a California-based company, for design and development of a new city-wide website. This award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c) and in an amount not to exceed $742,550 (including a 20% contingency), for a two-year term with one additional one year renewal option in the amount of $180,000, on the same terms and conditions for a total amount not to exceed $922,550 with the future year contingent on Council budget approval.

ORDINANCES:

ZONING

7.A. Ordinance No. 2628 (CCS) entitled “AN ORDINANCE OF THE

CITY COUNCIL OF THE CITY OF SANTA MONICA TO AMEND

THE TEXT OF SANTA MONICA MUNICIPAL CODE SECTION

9.07.030 TO CLARIFY PARCEL COVERAGE LIMITATIONS FOR
EXISTING STRUCTURES WITH ADDITIONS IN THE R1 (SINGLEUNIT RESIDENTIAL) DISTRICT”, was presented.

DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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Recommended Action
Staff recommends that City Council adopt the attached Ordinance.

Motion by Councilmember Davis, seconded by Councilmember Winterer, to adopt the ordinance, reading by title only and waiving further reading thereof. The motion was approved by the following vote:

AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
EV CHARGING 7.B. Second Reading and Adoption of Ordinance No. 2629 (CCS) entitled “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF

SANTA MONICA ENACTING SANTA MONICA MUNICIPAL CODE
SECTION 3.16.242 TO PROHIBIT NON-CHARGING VEHICLES

FROM PARKING AT PUBLIC ELECTRIC VEHICLE CHARGING

STATIONS AND AMENDING SANTA MONICA MUNICIPAL CODE
SECTIONS 3.04.035 AND 3.16.170 TO PERMIT THE

ESTABLISHMENT OF OVERSTAY CHAGES FOR PARKING SPACES

DESIGNATED FOR USE OF PUBLIC ELECTRIC VEHICLE
CHARGING STATIONS”, was presented.

Recommended Action
Staff recommends that City Council adopt the attached Ordinance.

Motion by Councilmember Himmelrich, seconded by Mayor Pro Tem O’Day, to adopt the ordinance, reading by title only and waiving further reading thereof. The motion was approved by the following vote:

AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None

7.C. Introduction and First Reading of an Ordinance Extending the First Shared Mobility Device Pilot Program and Creating a Second Pilot Program, was presented.

Recommended Action
Staff recommends that the City Council:
• Introduce for first reading the proposed ordinance,
amending Section 3.21.090 of the Santa Monica Municipal Code to extend the term of the first Shared Mobility Device Pilot Program from May 17, 2020 to June 30, 2020, and enacting new Chapter

3.22 of the Santa Monica Municipal Code to create the second DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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Shared Mobility Pilot Program extending until December 31, 2021.

Members of the public Frank Reig, Jerry Rubin, Todd Maron (time donated by Kim Pluth), Tim Harter (time donated by Chloe Lynn), Jason Islas, Morgan Roth, Andrew Hoyer, and, Karla Owunwanne (time donated by Rachel Wasser) spoke to the recommended action.

Questions asked and answered of staff included: is it the Planning Director who makes the final decision on operators or how does the selection process work; at what point does the public get involved in the selection process; why the emphasis on swappable batteries; when you decided to emphasize swappable batteries did you talk to the components in the community who make money off charging or recycling batteries; is local preference included in the criteria; what are the criteria’s ability to integrate with Big Blue Bus information; what is the thought to include absolute limits; are we going to have real-time data in this next pilot; what analytics do we have behind that data; how do we allocate fees if we have fluctuating numbers throughout the seasons; are the fees based on the peak time of year; when is the green lane paid for; shouldn’t language adjust in the ordinance to give priority to companies who don’t encourage connecting with their car services; what is the reasoning behind providing a priority to companies that have the lock-to capabilities; what happens if we award contracts to operators who decide to deploy a lower number than they are permitted; control over pricing, is that to achieve any surge in pricing or spike in pricing; are we doing anything about the identity of scooters and which company they belong to; is there any thought about integrating all of the modes of transportation to be available on one app; is there any way to make sure devices are evenly distributed around town; how do we see the balancing of mobilities going forward; are there devices in the market that have kickstands to make it more difficult to knock down; have any of our current operators pulled out of other markets; is the Capital Improvement Plan (CIP) reimbursement still around $400,000; what’s the next CIP plan for micro-mobility; what is our burden of cost for micro-mobility, including staff; does the city ever elaborate on marketing with the vendors; what are some of the innovations that the companies are working on; would a company like Rebel, who has a different business model including a moped, require a special permit or licensing; what is the Breeze cost to operate; would staff envision having a consolidated transportation app; has there been any thought of expanding the Breeze bike program to include other electric bike companies; if Breeze closes in November and those vehicles come off the market, how will that impact the number of micromobility devices available; and, would a moped company be considered as one of the two or three operators being selected.

Motion by Mayor Pro Tem O’Day, seconded by Councilmember Winterer, to approve the staff recommendation with the following changes: removing DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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the swappable battery and lock-to requirements; extend the per-vehicle public right of way fee until the CIP is repaid; add a local preference for the selection process, that’s based on the number of employees in Santa Monica; align the program with the real-time data agency as a goal; and, exclude mopeds from this program, and that they should be regulated under carshare regulations.

Councilmember Winterer, proposed a friendly amendment to propose instead of swapping out batteries, ask to use the most sustainable process for charging, and instead of using lock-to, say any tools that will get the vehicles out of the public right-of-way safely parked; and, add a requirement to be connected to mass transit through the apps. The motion was considered friendly by the maker.

Councilmember Winterer, proposed a friendly amendment to add language to give preference to systems that do not connect to automobile options.

The motion was not considered friendly by the maker.

Councilmember Winterer, made a few more friendly amendments to include that there should be some public component to the request for proposal (RFP) process. This was considered friendly to the maker.

Councilmember Winterer, proposed additional friendly amendments to include: add using the MDS until the agency API is ready; once the $2 million that has been deployed for the green bike lanes is paid up by the public right-of-way fee, impose a more modest public right-of-way fee in order to have some revenue fund. This motion was not considered friendly to the maker.

Councilmember Davis, proposed a friendly amendment to include in the criteria about whether or not the respondents are operators in neighboring cities. The motion was considered friendly by the maker and seconder.

Councilmember Davis, proposed a friendly amendment to include, in the RFP the question of whether or not the operators have ever reduced their fleet or pulled out of other jurisdictions. The motion was considered friendly by the maker and seconder.

Councilmember Davis, proposed a friendly amendment to include in the criteria, a preference from companies who won’t cross-promote to increase their car share business. The motion was considered friendly by the maker and seconder.

Councilmember Himmelrich, proposed a friendly amendment to include a preference to companies that are willing to make their API and data available to app developers to create a universal app that provides all DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

5.F.e
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modes of transportation. The motion was considered friendly by the maker and seconder.

The Mayor restated the motion with amendments.

Motion by Mayor Pro Tem O’Day, seconded by Councilmember Winterer, to introduce for first reading the ordinance, with amendments. The motion was approved by the following vote:

AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
PUBLIC HEARINGS:

WASTEWATER RATES

9.A. Public Hearing and Adoption of Resolution No. 11224 (CCS) entitled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SANTA MONICA, CALIFORNIA, REVISING WASTEWATER RATES
AND WASTEWATER SERVICES CHARGES”, was presented.

Recommended Action
Staff recommends that the City Council:

1. Hold a public hearing.

2. Receive public comment pursuant to Proposition 218 requirements.

3. Consider all protests against the proposed wastewater rate increases that have been submitted in accordance with Proposition 218.

4. Adopt the attached resolution establishing a five-year schedule of wastewater rate adjustments to go into effect on March 1, 2020 for the first year. Subsequent increases for calendar years 2021 through 2024 will go into effect January 1 for each calendar year.

Members of the public Linda Lancaster (time donated by Stephen Lancaster), Denise Barton, Zina Josephs, and Judy Abdo spoke to the recommended action.

Questions asked and answered of staff included: if a person is conserving, is it true that they will still get hit with that same 15% increase; do their rates fluctuate; is SWIP part of wastewater; are the capital cost financed through rates; and, has there been any consideration to include a rate for greywater.

Motion by Mayor Pro Tem O’Day, seconded by Councilmember Morena, to adopt the staff recommendation.

The City Clerk confirmed that the amount of protest letters received totaled approximately 695, which is significantly below the required amount of 11,767 in order to consider the protest under Prop. 218. Therefore, the DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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Council approved the motion to adopt Resolution No. 11224 (CCS) by the following vote:

AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
WATER RATES 9.B. Public Hearing and Adoption of Resolution No. 11225 (CCS) entitled “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SANTA MONICA, CALIFORNIA, REVISING WATER RATES AND
WATER SERVICES CHARGES”, was presented.

Recommended Action
Staff recommends that the City Council:

1. Hold a public hearing.

2. Receive public comment pursuant to Proposition 218 requirements.

3. Consider all protests against the proposed water rate increases that have been submitted in accordance with Proposition 218.

4. Adopt the attached resolution establishing a five-year schedule of water rate adjustments to go into effect March 1, 2020 for the first year. Subsequent increases for calendar years 2021 through 2024 will go into effect January 1 for each calendar year.

Members of the public Linda Lancaster, Denise Barton, Zina Josephs, Judy Abdo, and Jon Wang spoke generally in favor of the recommended action.

Questions asked and answered of staff included: how much is the cost for Metropolitan Water district water versus what we’re charging; are we really getting more water from MWD than was estimated; are we keeping our relationship open with MWD even once we become self-sufficient; the loan that is taken out for SWIP, does it cover that entire project; are the rate payers paying now for the 30 year loans on the water sufficiency projects; if we’re trying to make it so that everybody is paying the same, why is the residential tier rates much higher than commercial; and, isn’t this a climate change to not have to continue on others to supply us.

Motion by Mayor Pro Tem O’Day, seconded by Councilmember Morena, to adopt the staff recommendation.

The City Clerk confirmed that the amount of protest letters received totaled approximately 714, which is significantly below the required amount of 11,767 in order to consider the protest under Prop. 218. Therefore, the Council approved the motion to adopt Resolution No. 11225 (CCS) by the following vote:

DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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Packet Pg. 241 Attachment: CTS Council Minutes 1.28.2020 (5629 : Cemetery Operations Contracts) 11 January 28, 2020
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None

COUNCILMEMBER
DISCUSSION ITEMS:

GOVERNMENT

ALLIANCE ON RACE

AND EQUITY

13.A. Request of Mayor McKeown and Councilmember Jara that the Council allocate up to $5,000 of Council discretionary funds as a matching grant to a committee of interdepartmental staff comprising the Santa Monica cohort of the Government Alliance on Race and Equity (GARE), to support programs and activities planned for the City’s commemoration of Black History Month, was presented.

There were no members of the public present to speak on this item.

Motion by Councilmember Jara, seconded by Councilmember Winterer, to adopt the recommendation. The motion was approved by the following vote:

AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara, Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
LIBRARY BOARD 13.B. Appointment to one unscheduled vacancy on the Santa Monica Library Board for a term ending on 6/30/2021, was presented.

There were no members of the public present to speak on this item.

On order of the Mayor, the floor was opened for nominations.

Councilmember Davis, nominated John Hart.

Mayor McKeown, nominated Philip Tate.

John Hart was appointed by the following vote:

Hart: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena, Mayor Pro Tem O’Day
Tate: Mayor McKeown
Mayor McKeown changed his vote to John Hart, thereby appointing John Hart by acclamation to the Library Board for a term ending June 30, 2021, with all members present.

SANTA MONICA PIER

CORPORATION

13.C. Appointment to one unscheduled vacancy on the Santa Monica Pier Corporation for a term ending on 12/31/2021, was presented.

DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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Councilmember Morena
excused at 11:48 p.m.

Councilmember Morena recused himself from this item to avoid a possible conflict of interest because his family owns a restaurant on the Pier.

There were no members of the public present to speak on this item.

On order of the Mayor, the floor was opened for nominations.

Councilmember Himmelrich, nominated Derek Devermont.

Councilmember Davis, nominated Kristin McCowan.

Mayor McKeown, nominated Nicholas Rolston.

Kristin McCowan was appointed by the following vote:

Devermont: Councilmembers Himmelrich, Winterer
McCowan: Councilmembers Davis, Jara, Mayor Pro Tem O’Day Rolston: Mayor McKeown
Councilmembers Himmelrich, Winterer, and Mayor McKeown changed their votes to McCowan, thereby appointing Kristin McCowan by acclamation to the Santa Monica Pier Corporation for a term ending 12/31/2021, with all members present, except Councilmember Morena.

PREFERENTIAL

PARKING
Councilmember Morena
returned at 11:49 p.m.

Councilmember Winterer
excused at 11:50 p.m.

13.D. Request of Mayor McKeown that Council place on its agenda on a date to be publicly noticed and on that date reconsider item 11-A from the Council agenda of July 23, 2019 – a proposed resolution to amend Preferential Parking Zone F to include the area generally bounded by Highland Avenue, Ocean Park Boulevard, 11th Street, Glenn Avenue, and the south City limit; as a condition precedent to reconsideration of this item, the Council would be required to, at the meeting for which the item appears on the agenda, vote, by a vote of two-thirds of the Council members then present, to suspend Council Rule 12(g), which requires that a motion to reconsider a legislative action be brought by a Council member on the prevailing side, was presented.

Councilmember Winterer recused himself because he lives in the preferential parking zone that is being discussed.

Questions asked and answered of staff included, if a different staff member brought this up, how many votes would be needed.

Member of the public Judy Abdo, spoke in opposition of the recommended action.

Motion by Mayor McKeown, seconded by Councilmember Himmelrich, to approve the recommendation. The motion was approved by voice vote with DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

5.F.e
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Councilmember Morena and Mayor Pro Tem O’Day opposing, with Councilmember Winterer, absent.

PUBLIC INPUT:

Councilmember Winterer
returned at 11:59 p.m.

Member of the public Denise Barton commented on various local issues.

ADJOURNMENT On order of the Mayor, the City Council meeting adjourned at 12:01 a.m.

ATTEST: APPROVED:

Denise Anderson-Warren Kevin McKeown
City Clerk Mayor
DocuSign Envelope ID: FCF49EE9-EFCC-4810-80AA-EFA9BC9307E8

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5.F.f
Packet Pg. 245 Attachment: Beacon Oaks Initiative (5629 : Cemetery Operations Contracts)

5.F.g
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5.F.g
Packet Pg. 247 Attachment: Farmscape Oaks Initiative (5629 : Cemetery Operations Contracts) 1 June 13, 2023
(NOT APPROVED)

CITY OF SANTA MONICA

CITY COUNCIL MINUTES
JUNE 13, 2023
A special meeting of the Santa Monica City Council was called to order by Mayor Davis at 5:32 p.m., on Tuesday, June 13, 2023, at City Council Chambers, 1685 Main Street, Santa Monica, CA.

Roll Call: Present: Mayor Gleam Davis
Mayor Pro Tem Lana Negrete
Councilmember Phil Brock
Councilmember Christine Parra
Councilmember Caroline Torosis (arrived at 5:47 p.m.)
Councilmember Jesse Zwick (arrived at 5:34 p.m.)

Absent: Councilmember Oscar de la Torre
Also Present: City Manager David White
City Attorney Douglas Sloan
City Clerk Denise Anderson-Warren
CONVENE/PLEDGE On order of the Mayor, the City Council convened at 5:32 p.m., with all members present except Councilmembers Zwick, Torosis, and de la Torre. Councilmember Parra led the assemblage in the Pledge of Allegiance.

CLOSED SESSIONS
Councilmember Zwick
arrived at 5:34 p.m.

Councilmember Torosis
arrived at 5:47 p.m.

On order of the Mayor, the City Council recessed at 6:53 p.m., to consider closed sessions and returned at 7:47 p.m., with all members present, except Councilmember de la Torre, to report the following:

3.A. Conference with Legal Counsel – Existing Litigation – Gov. Code Section 54956.9(d)(1): Black Lives Matter, et al. v. City of Santa Monica, et al.; United States District Court, Central District of California Case No. 21-cv-05253; Catrice Clemons v. City of Santa Monica, et al.; LASC Case No.: 21STCV23577; Alejandra Garcia, et al. v. City of Santa Monica, et al.; LASC Case No.:
21STCV07940; Cheyanne Robinson, et al. v. City of Santa Monica, et al., Case No. 21STCV22392;Paula Rosado v. City of Santa Monica, et al.; LASC Case No. 22STCV19789; Sean Singletary v.

City of Santa Monica, et al.; United States District Court, Central District of California Case No. Case No.: 22-cv-01606.

5.G
Packet Pg. 248 Minutes Acceptance: Minutes of Jun 13, 2023 5:25 PM (CONSENT CALENDAR) 2 June 13, 2023
The City Attorney advised this matter was heard with no reportable action taken.

ADJOURNMENT On order of the Mayor, the City Council meeting adjourned at 7:48 p.m.

ATTEST: APPROVED:

Denise Anderson-Warren Gleam Davis
City Clerk Mayor

5.G
Packet Pg. 249 Minutes Acceptance: Minutes of Jun 13, 2023 5:25 PM (CONSENT CALENDAR) City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 8.A
1 of 1
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Appointment to one unscheduled vacancy on the Library Board for a term ending on 06/30/2025. Continued from 06/13/2023.

Prepared By: Xavier Mota, Staff Assistant III
Approved Forwarded to Council
Attachments:

A. ApplicantListLibrary

8.A
Packet Pg. 250
City of Santa Monica
Boards and Commissions Applicants
Library Board
Name Application Date
Daniel Cody
Dan Hugh-Jones
Jason Lin
Elizabeth Fields
Antonio D Spears
Nick Flaig
Karen McRitchie
Deborah Tuckman
Heidi Vega Aimonetti
06/14/2022
06/14/2022
01/19/2023
06/01/2023
06/05/2023
06/07/2023
06/08/2023
06/08/2023
06/09/2023
TOTAL APPLICANTS: 9

8.A.a
Packet Pg. 251 Attachment: ApplicantListLibrary (5840 : Continued: Appointment to Library Board 8.A.. (5 Mins.)) City Council
Report
City Council Meeting: June 27, 2023
Agenda Item: 8.B
1 of 1
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Appointment to one unscheduled vacancy on the Human Services Commission for a term ending on 06/30/2025. Continued from 06/13/2023.

Prepared By: Xavier Mota, Staff Assistant III
Approved Forwarded to Council
Attachments:

A. ApplicantListHSC

8.B
Packet Pg. 252
City of Santa Monica
Boards and Commissions Applicants
Human Services Commission
Name Application Date
Willa F. Wells
Marie Manvel
Luis Barrera Castanon
Helen M. Finkelstein
Zoe Muntaner
Susan D. Einbinder
07/25/2022
05/03/2023
03/29/2023
03/30/2023
04/07/2023
06/16/2023
TOTAL APPLICANTS: 6

8.B.a
Packet Pg. 253 Attachment: ApplicantListHSC (5841 : Continued: Appointment to HSC 8.B.(5 Mins.)) City Council
Housing Authority
Parking Authority
Report
City Council Meeting: June 27, 2023
Agenda Item: 12.A
1 of 25
To: Housing Authority, Parking Authority, Mayor and City Council From: Gigi Decavalles-Hughes, Director, Finance Department, Budget Subject: Adoption of the First Year and Approval of the Second Year of the FY 2023- 25 Biennial Budget Adoption
Recommended Action
Staff recommends that the City Council, Housing Authority and Parking Authority:

Staff also recommends that the City Council:

5. Adopt a Resolution of the City Council of the City of Santa Monica revising the City’s master fee schedule to establish and revise certain permit and user fees and charges (Attachment F);

12.A
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2 of 25

7. Adopt a Resolution of the City Council of the City of Santa Monica establishing parking rates and permit fees for all City parking facilities and resources (Attachment H);

8. Adopt a resolution to establish the Runoff Reduction Fee rate for FY 2023-24 through FY 2027-28 as authorized in SMMC Chapter 7.10, Runoff Conservation and Sustainable Management (Attachment I);

9. Adopt a Resolution of the City of Santa Monica establishing the Gann appropriations limit for FY 2023-24 (Attachment J);

10.Adopt a Resolution incorporating a project funded by SB1: The Road Repair and Accountability Act (Attachment K);

14.Authorize the City Manager to accept a grant award in the amount of $4,447,586 from the U.S. Department of Housing and Urban Development’s Continuum of Care Grant Program to serve the homeless and disabled populations with housing subsidies and execute all necessary documents to accept the grant and all grant renewals;

2.24.250 (i) and is for a term of 2 years at a total amount not-to-exceed $446,250, with future year funding contingent on Council budget approval;

12.A
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amount not to exceed $400,000 over a two-year period, with future year funding contingent on Council budget approval;

18.Provide direction to staff on allocation of discretionary funds (Attachment L); and

19.Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

Summary
As presented to City Council on May 23, 2023, the FY 2023-25 Proposed Biennial Budget (Attachment M) builds on the work done in recent years to help our community respond to and recover from the COVID-19 emergency as well as make strategic investments to advance priority areas Council identified at its workshop on March 11, 2023. These priorities are:
⎯ Addressing Homelessness
⎯ Clean and Safe Santa Monica
⎯ Cultivate Economic Recovery and Expand Community and Cultural Offerings ⎯ Racial Justice, Equity, and Social Diversity
⎯ Sustainable and Connected Community
This report presents information and requests actions necessary to adopt the first year of the FY 2023-24 Biennial Budget and the second year of the FY 2023-24 Biennial Capital Improvement Program Budget for the City of Santa Monica, the Santa Monica Housing Authority, and the Santa Monica Parking Authority. Staff also requests that Council approve the operating budget plan for the second year of the Biennial Budget (FY 2024-25). Since the City Charter requires Council to adopt a budget annually, staff will submit the FY 2024-25 budget plan to Council for formal adoption, with any necessary revisions, in June 2024.

The Budget provides a plan, built upon community-driven priorities, to continue to rebuild, restore and reenergize our community. In preparing the two-year budget, City staff began with a baseline “maintenance of effort” budget that continues current services addressing Council priorities, basic services, and good governance. To this baseline budget, staff added enhancements discussed at the March 11, 2023, workshop that further address Council priorities and strengthen governance. Enhancements are

12.A
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funded using new revenue sources coming from voter approved measures, public and private partnerships, rate adjustments, reallocated funding, and successful grant applications. The Budget is balanced in FY 2023-24 and uses working capital reserve funds, already set aside in the General Fund balance, in FY 2024-25 to maintain service levels while General Fund revenues continue to recover in the short term.

The City released its Proposed Budget for FY 2023-25 on May 12, 2023. At Budget Study Sessions on May 23 and May 24, 2023 (Attachment N), Council asked staff detailed questions related to the Proposed Budget and to ongoing operations and heard public testimony. After discussion, members of Council adopted a motion supporting the proposed budget with the following amendments:
• Establish monthly meetings for the Landmarks Commission; waive application fees for non-profits and Landmarks Commissioners for Landmark and Structures of Merit Designation applications; review legal considerations for placing pending Demolition Permit applications on the Landmarks Commission agendas; and explore ways to streamline consultant reports and staff reports for designation and certificate of appropriateness applications;
• Restore the City Traffic Engineer, which will enhance the City’s ability to deliver mobility projects including Safe Routes to School capital improvements, Vision Zero projects to help eliminate fatal and severe injury crashes, and develop a multi-year traffic signal preventative maintenance program. This change is funded by the use of Transportation Impact Fee (TIF) revenues and reallocation of contract funds;
• Provide funds to invest in technology to enhance community safety. This is a net zero change funded by the reallocation of funds previously earmarked for the Community Partnerships program;
• Support funding to enable CREST to fully operate at elementary schools and enroll additional participants in CREST CLUB and Enrichment opportunities. This is a net zero change funded by the reallocation of funds previously earmarked for the Community Partnerships Program; and

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• Changes to the unfunded project list within the FY2023-24 Capital Improvement Adopted Budget book. The changes include removing Bergamot Station Connectivity Phase 2 and adding Reed Park Dog Park and Promenade Kiosk Improvement projects.

Staff has made some adjustments to the FY 2023-25 Proposed Budget to reflect changes based on Council direction as described above, adjustments primarily facilitating receipt of grants and funding for the Human Services Grant Program, and technical adjustments and corrections that had not been included in the initial budget.

The overall FY 2023-24 Proposed Budget as revised is approximately $745.0 million and $750.6 million in FY 2024-25, net of reimbursements and transfers. This is a difference of approximately $4.2 million in FY 2023-24 and $4.1 million in FY 2024-25, over what was presented in the initial proposed budget on May 23, 2023. The adjustments are primarily in the non-General Funds with only $20,191 in the General Fund in FY 2024-25. The adjustments are detailed below in the tables under the Revisions to Proposed Budget section.

This report also includes actions necessary to accomplish the following:
• Revise certain fees and fines;
• Establish parking rates;
• Set the annual Gann appropriations limit;
• Approve the allocation of SB-1 Gas Tax funding to eligible projects; • Accept grants from Substance Abuse and Mental Health Services Administration (SAMHSA) and the Department of Health Care Services (DHCS) grant to provide support services to vulnerable residents and people experiencing homelessness; • Accept a grant from Westside Cities Council of Governments (WSCCOG) to fund activities, such as eviction prevention, a new 3-1-1 outreach response, and additional case management services to support Emergency Medical Services provided by SMFD;

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• Accept a grant renewal from the U.S. Department of Housing and Urban Development (HUD) for the Continuum of Care Program, to help individuals move into supportive permanent housing;
• Approve a contract with Salvation Army to support the City’s 311 Outreach efforts and provide street team assistance to the Homeless Liaison Program; • Approve a Memorandum of Understanding (MOU) with the Santa Monica-Malibu Unified School District to support the implementation of the Playground Club Program; and
• Approve a contract with BerryDunn to develop a Homelessness Strategic Plan.

Discussion
The Proposed Biennial Budget presented for adoption has been revised from the budget first presented to the public on May 12, 2023 and to Council at the May 23-24, 2023 Budget Study Session, to reflect Final Changes (adjustments) based on Council motions adopted at the Budget Study Session, adjustments primarily facilitating receipt of grants and funding for the Human Services Grant Program, as approved by Council at its May 9, 2023 meeting, and technical adjustments and corrections that had not been included in the initial budget. The overall FY 2023-25 Proposed Biennial Budget as revised is approximately $745.0 million in FY 2023-24 and $750.6 million in FY 2024- 25, net of reimbursements and transfers1, as summarized in the following table.

Original
Proposed FY
2023-24
Budget
Final
Changes
Final
Proposed FY
2023-24
Budget
Original
FY 2024-25
Budget Plan
Final
Changes
Final
FY 2024-25
Budget Plan
General Fund $436,874,538 - $436,874,538 $458,594,965 $20,191 $458,615,156 Other Funds 388,022,217 4,161,474 392,183,691 375,988,039 4,117,698 380,105,737 Reimbursements
& Transfers1 (84,024,054) (84,024,054) (88,139,572) (88,139,572) Total $740,872,701 $4,161,474 $745,034,175 $746,443,432 $4,137,889 $750,581,321 1Reimbursements and transfers are technical adjustments for accounting purposes, which include payment of services between funds that are backed out to avoid double counting. Among the large payments that are backed out, are contributions to Workers’ Compensation and Liability self-insurance funds, and transfers to the Fleet and Computer Equipment Replacement Fund.

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Revisions to Proposed Budget
Staff recommends that Council adopt the FY 2023-24 Proposed Budget and approve the FY 2024-25 Proposed Budget Plan, as adjusted by the Final Changes. With these adjustments, the budget remains balanced. The adjustments to the Proposed Budget, known as Final Changes, increase the expenditure budget, primarily in the non-General Funds, by approximately $4.2 million in FY 2023-24 and $4.1 million in FY 2024-25. Of the total, only a $20,191 correction is in the General Fund in FY 2024-25. The adjustments are detailed in the tables below.

Expenditures
Adjustments based on Council direction from Budget Study Session Funding
Source
Department Description Staffing
Changes
FTEs
FY 2023-
24 FY 2024-
25 General
Fund
City Manager Net zero adjustment –
Reduction to the Community
Partnerships Program
allocation, per Council
direction during Budget Study
Session, to fund the CREST
program and Police
Technologies (listed below).
$(262,684) $(262,684)
General
Fund
Housing and
Human
Services
Net zero adjustment -
Funding and 1.8 permanent
FTEs to enable CREST to fully
operate at elementary schools
and enroll additional
participants in CREST CLUB
and Enrichment opportunities
(funded by reallocation of
funding from the Community
Partnerships Program).

1.8 Permanent
$177,284 $177,284
General
Fund
Police Dept Net zero Adjustment -
Funding to invest in
technology to enhance
$85,000 $85,000

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community safety (funded by
reallocation of funding from the
Community Partnerships
Program).

Special
Revenue
Source
Fund
and
General
Fund
Transportation Restoration of City Traffic
Engineer position to enhance
the City’s ability to deliver
mobility projects and develop a
multi-year traffic signal
preventative maintenance
program (Amount reflects net
cost, funded with TIF funds.

The remaining amounts are
funded by the reallocation of
contractual services in the
General Fund).

1.0 Permanent
$162,067 $167,411
Total $162,067 $167,411
Adjustments primarily facilitating receipt of grants and funding for the HSGP Funding
Source
Department(s) Description
FY 2023-
24 FY 2024-
25 Special
Revenue
Source
Fund
Housing and
Human
Services
To program HSGP funding, as approved
by Council on May 9, 2023, from Early
Childhood developer fees reserve.
$335,250 $335,250
Misc.

Grants
Fund
Housing and
Human
Services
To program HSGP funding, as approved
by Council on May 9, 2023, from a federal
grant from the U.S. Department of Health
and Human Services Substance Abuse
and Mental Health Services Administration
(SAMHSA) to support the behavioral
health needs of vulnerable residents and
people experiencing homelessness.
$1,125,000 $375,000
Misc.

Grants
Fund
Housing and
Human
Services
To program HSGP funding, as approved
by Council on May 9, 2023, from the
California Department of Health Care
Services (DHCS) State grant to support
$- $907,488

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the behavioral health needs of vulnerable
residents and people experiencing
homelessness. This item is further
detailed in the grant section below.

Misc.

Grants
Fund
Housing and
Human
Services
To program HSGP funding, as approved
by Council on May 9, 2023, from
estimated revenues that the City expects
to receive related to the national Opioid
Settlement agreement reached with
manufacturers, distributors and
pharmacies.
$150,440 $150,440
Misc.

Grants
Fund
Housing and
Human
Services
Grant from the Westside Cities Council of
Governments (WSCCOG) to fund
activities, not funded via the HSGP, such
as eviction prevention, a new 3-1-1
outreach response, and additional case
management services to support
Emergency Medical Services provided by
SMFD. This item is further detailed in the
grant section below.
$373,125 $373,125
Total $1,983,815 $2,141,303
Technical adjustments and corrections
Funding
Source
Department(s) Description
FY 2023-
24 FY 2024-
25 General
Fund
Human
Resources
To correct an item that was inadvertently
entered as a credit.
$ - $20,191
Pier Fund Community
Development
To correct an item that was inadvertently
transposed. This reduces the property
insurance payment to the Self-Insurance
Comprehensive Fund to the correct
amount.
$ - $(300,000)
Pier Fund Public Works To reflect the reclassification of 2.0 FTE Pier Maintenance Workers to Pier
Maintenance Crew Leaders as result of a
reclassification study.
$56,579 $58,269

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RRR
Fund
Public Works To correct an item that was inadvertently
omitted from the budget for operating
expenses associated with enhanced alley
clearing, illegal dumping and bulky item
pickup services, bike lane sweeping,
comply with State mandatory organics
recycling, and work towards Zero Waste
goal, funded by new rate adjustments.
$1,984,661 $2,024,354
General
and All
Enterprise
Funds
Finance Revision of approved position to support
payroll operations, partially funded by
enterprise funds. The department seeks
to add 1.0 FTE Administrative Analyst
instead of 1.0 FTE Payroll Specialist, to
better align the position with
responsibilities. This is net zero change,
as the cost variance will be absorbed by
reallocation of personnel-related funding in
the Finance Department.
$ - $ -
CDBG NonDepartmentalAdjustments to align with the actual grant allocations recently provided by HUD.

Funding will be used in accordance with
the CDBG Action Plan approved by
Council on May 9, 2023.
$(25,648) $26,361
Local
Return
Fund
Transportation Net zero adjustment to transfer funds
from the Local Return Fund restricted for
transit-related services to the Department
of Transportation’s BBB Fund, as
reimbursement for enrolling program
participants in the Santa Monica Mobility
On-Demand Every Day (MODE) program.
$(252,897) $(257,955)
Local
Return
Fund
NonDepartmentalNet zero adjustment to transfer funds
from the Local Return Fund restricted for
transit-related services to the Department
of Transportation’s BBB Fund, as
reimbursement for enrolling program
participants in the Santa Monica Mobility
On-Demand Every Day (MODE) program.
$252,897 $257,955

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Big Blue
Bus
Transportation Net zero adjustment to transfer funds
restricted for transit-related purposes from
the Local Return Fund to the Department
of Transportation’s BBB Fund, as
reimbursement for enrolling program
participants in the Santa Monica Mobility
On-Demand Every Day (MODE) program.
$252,897 $257,955
Big Blue
Bus
NonDepartmentalNet zero adjustment to transfer funds
restricted for transit-related purposes from
the Local Return Fund to the Department
of Transportation’s BBB Fund, as
reimbursement for enrolling program
participants in the Santa Monica Mobility
On-Demand Every Day (MODE) program.
$(252,897) $(257,955)
Total $2,015,592 $1,829,175
Revenues
The Final Changes to the FY 2023-24 and FY 2024-25 revenues include an increase of approximately $3.8 million and $524,000 in non-General Funds, reflecting the grant awards and corrections detailed below.

Funding
Source
Department Description
FY 2023-
24 FY 2024-
25 Misc.

Grants
Fund
Housing and
Human
Services
Revenues related to SAMHSA grant. $1,500,000 $ -
Misc.

Grants
Fund
Housing and
Human
Services
Revenues related to the DHCS grant.

This item is further detailed in the grant
section below.
$1,500,000 $ -
Misc.

Grants
Fund
Housing and
Human
Services
Revenues related to the national Opioid
Settlement agreement reached with
manufacturers, distributors, and
pharmacies.
$150,440 $150,440
Misc.

Grants
Fund
Housing and
Human
Services
Revenues related to the WSCCOG grant.

This item is further detailed in the grant
section below.
$373,125 $373,125
Fleet Public Works Correction to reflect one-time revenue to $254,000 $ -

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Mgmt.

Fund
the Vehicle Management Fund for the
purchase of a vehicle for the newly
established HoST team, funded with
General Fund Measure CS funding. The
revenue was inadvertently omitted from
the proposed budget.

Total $3,777,565 $523,565
Staff recommends that Council adopt the Final Changes to the FY 2023-25 Proposed Biennial Budget. With these changes, the budget remains balanced.

Personnel Changes
In addition to the Full Time Equivalent (FTE) positions presented in the initial proposed budget on May 23, 2023, additional changes are being proposed as part of Final Changes, resulting in a net addition of 2.8 permanent FTE positions in the General Fund. The Final Changes include the addition of 1.8 FTE related to the restoration of the CREST program and 1.0 FTE related to the restoration of the City Traffic Engineer position as directed by Council at the May 24, 2023 Budget Study Session and are detailed above and in Attachment E. Additionally, there are net zero staffing changes in Finance, City Manager’s Office and the Department of Transportation to align positions with the demands of the respective positions, as included in Attachment E. Additionally, as a result of a reclassification, 2.0 FTE Pier Maintenance Crew Leader positions are being added and 2.0 FTE Pier Maintenance Worker positions are being deleted, which will result in an impact to the Pier Fund of approximately $57,000 in FY 2023-24, as included with Final Changes. The staffing changes altogether result in a revised citywide FTE count of 2,099.9 for FY 2023-24 and FY 2024-25.

The changes that include proposed employee classification and compensation adjustments were reviewed by the Human Resources Department. The resulting salary adjustments and position and classification changes are included in Attachments D and E, respectively.

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Budget Resolutions
Adopting the resolutions in Attachments A, B, and C would:
• Adopt the FY 2023-24 and approve the FY 2024-25 budget revenues at the account level, with operating expenditure appropriations for the Salaries and Wages and Supplies and Expenses (including Capital Outlay) major expenditure categories within a fund for each department, and capital improvement program budget within a fund;
• Authorize staff to roll over appropriations for multi-year operating grants not completed at the end of the fiscal year, unspent donations dedicated to programs, and the encumbrances for goods and services contracted for by FY 2022-23 year-end but not delivered or provided until FY 2023-24; • Authorize staff to roll over appropriations for the General Fund and all other NonGeneral Fund unencumbered balances and unexpended encumbrances for the FY 2022-23 capital improvement program budget.

Gann Appropriations Limit
State law places limits on the amount of Santa Monica’s General Fund appropriations that can be made without voter approval based on a growth factor calculated on changes in Los Angeles County’s population and either State per capita personal income growth or the growth in non-residential assessed valuation. This restriction was placed in effect in November 1979 with the approval of Proposition 4, commonly known as the (Paul) Gann Initiative. The City’s Gann Appropriations Limit, based on growth in non-residential assessed valuation multiplied by the annual percentage population change for the City in FY 2023-24 is $2,947,395,776.

A comparison of the City’s FY 2023-24 Gann Appropriations Limit as set forth in the City’s Proposed FY 2023-24 Biennial Budget follows:

Proposed Gann Limit-related Spending for FY 2023-24
Gann Limit $2,947,395,776

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Appropriations Subject to Limitation 319,447,881
Net (Over) Under $2,627,947,895
FY 2023-24 appropriations subject to limitation are $2,627,947,895 less than the City’s Gann Appropriations Limit. A resolution to establish the City’s FY 2023-24 Gann Appropriations Limit is included in Attachment J.

Fees/Fines/Rates
Fees
Attached for Council approval is the annual update to the City’s Master Fee Resolution (Attachment F). Most fees are being increased administratively by the City’s estimated annual increase (4%) in total compensation costs. Additionally, a number of new fees and adjustments to certain other fees are proposed. These changes were presented to Council at the May 23, 2023 study session for the FY 2023-25 Proposed Budget. Staff is now proposing a few changes in addition to the ones presented at the study session.

These are described below.

Cemetery – Staff recommends increasing the following mortuary fees. The proposed fee increases would match the trade increases that the outside vendor charges for services.
• Embalming (from $676.03 to $721.03)
• Pacemaker removal (from $66.66 to $86.66)
• Other Preparation of the Remains (from $324.03 to $384.03) • Dressing and Casketing of Un-embalmed Remains (from $262.90 to $292.90) City Planning - As directed by Council at the May 23, 2023 Budget Study Session, the application processing fees for Landmark Designation and Structure of Merit permits will be waived for Landmarks Commissioners and nonprofit organizations.

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Additionally, the description of some fees has been modified to more clearly define the services provided. A complete list of all proposed changes beyond the routine 4.0% increase is detailed in Attachment S, as well as incorporated into the Master User Fee Schedule included in Attachment F.

Fines
Most of the fines included in the Master Fine resolution (Attachment G) have remained unchanged from the previous fiscal year with the following exceptions:

In an effort to deter violations and noncompliance with three specific sections of the Santa Monica Municipal Code, staff is proposing new fines and well as increases to certain existing fines.

Chapter 4.36: Tenant Relocation Assistance
This adjustment is related to temporary relocation of tenants in residential units. The current fines for failure to provide relocation assistance required by the Code are less than the daily relocation benefit required. The current fine amount is also a per day violation, which makes the citation process more difficult as each citation has to have a separate fine for each day. The proposed fine is a flat fee, not a per day violation, which simplifies the citation process while serving as an added deterrence to noncompliance as the fine is greater than the relocation fees. Staff proposes increasing the fine for the first violation from $250 to $2,000. Fines for the second violation are proposed to increase from 125% of the first violation amount ($312.50) to $4,000, and for third and subsequent violations from 150% of the first violation amount ($375) to $6,000. Staff anticipates this will increase compliance and shorten the time for resolution of violations.

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Chapter 6.20: Home-Sharing and Vacation Rentals
Staff is proposing the creation of new non-standard fines for violations of the advertising requirements under the City’s Home-Sharing Ordinance. In addition, the fine for repeat violations of the advertising requirements under the Home-Sharing Ordinance are proposed to increase from the City’s standard escalation for repeat violations of the Code. The proposed changes are designed to deter noncompliance and are detailed in Attachment T.

Chapter 6.42: Santa Monica Outdoors Parklet Program
Staff believes that the current standard fines for violation of the Code and Administrative Regulations related to the Outdoor Parklets Program ($75 for first violation) are insufficient to deter violations and are proposing new fines in the amounts of $500 for violation of the Code requirements and $250 for violation of the Administrative Regulations.

A detailed listing of the proposed changes to fines is included in Attachment T, as well as incorporated into the Master Fines Schedule included in Attachment G.

Parking rates
A comprehensive parking rates resolution (Attachment H) states all of the parking fees and rates and provides for Council to affirmatively approve them. All transient and monthly rates for on-street and off-street parking at City owned facilities are unchanged from their current levels. The resolution does provide for preferential parking permits to increase by 4.0%, reflecting the FY 2023-24 increase in total City compensation (which includes salary, healthcare, retirement, and workers’ compensation costs) projected at the time of preparation of the Proposed FY 2023-24 Budget. In addition, the resolution includes a revision to extend the Downtown discount validation program through June 30, 2024, establish a Pilot Beach Electric Vehicle Parking Permit for Beach Lot 5 South, establish a Pilot Electric Vehicle Parking Permit for Lots 7, 8, 9, and 11, and establish a parking rate for City spaces for the 1560 Lincoln Boulevard Structure.

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Runoff Pollution Mitigation Fee
SMMC Chapter 7.10 Urban Runoff Pollution Mitigation allows a building permit applicant for a new development or redevelopment project in the City to pay an Urban Runoff Reduction Fee in-lieu of on-site installation of improvements to mitigate runoff from the project site. The fee proceeds are used to construct improvements on City property that would achieve the same level of runoff mitigation. The municipal code allows for yearly increases to the fee based on actual costs of City projects, but the fee has not been updated since 2010. The Runoff Pollution Mitigation resolution (Attachment I) phases in an increase to the Urban Runoff Reduction Fee over the next five years to ultimately reach actual construction costs as follows:
• Year 1 (FY 2023-24), $12.27/gal
• Year 2 (FY 2024-25), $16.93/gal
• Year 3 (FY 2025-26), $21.60/gal
• Year 4 (FY 2026-27), $26.26/gal
• Year 5 (FY 2027-28), $30.92/gal
Adoption of Resolution related to SB1, Road Repair and Accountability Act In April 2017, SB 1, formally known as the Road Repair and Accountability Act (RMRA) of 2017, was signed into law. SB 1 establishes the Road Maintenance and Rehabilitation Program (RMRP) to address deferred maintenance on the State highway and local street and road systems. The City is required to adopt, by resolution, projects proposed to receive fiscal year funding from the RMRA, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement. Current fund estimates provided by the League of California Cities indicate that the City of Santa Monica will be eligible to receive approximately $2.3 million in FY 2023-24, in addition to the City’s existing annual gas tax revenues of approximately $2.6 million. Staff recommends using the FY 2023-24 SB 1 estimated allocation of $2.3 million for the Annual Paving and Sidewalk Repair Program capital improvement project, per the attached resolution (Attachment K). No budget adjustment is required for this project, as

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the project has already been included in the FY 2023-24 Biennial Capital Improvement Program Budget.

Acceptance of Grant Awards that Require Council Approval Staff is requesting authorization to accept grant awards and award renewals as described below:
• SAMHSA grant award in the amount of $1,500,000. The appropriation of these funds is included with Final Changes for FY 2023-24 and FY 2024-25; • DHCS grant award in the amount of $1,500,000. Appropriation of $907,488 of the $1,500,000 is included with Final Changes in FY 2024-25. Staff anticipates appropriating the remaining $592,512 in FY 2025-26. Both the DHCS and SAMHSA grants will fund projects and activities supporting the behavioral health needs of vulnerable residents and people experiencing homelessness, including around-the-clock response, access to safe temporary housing, and stabilizing care, as previously approved by Council on May 9, 2023 and detailed in the 2023-27 Human Services Grants Program Funding Recommendations and the Annual Interdepartmental Update on Addressing Homelessness; • WSCCOG grant award in the amount of $373,125 to advance Los Angeles County Homeless Initiatives. The funds will support eviction prevention services, a new 3-1-1 responsive outreach team, and additional case management services to support Emergency Medical Services provided by SMFD, details of which were presented in the Annual Interdepartmental Update on Addressing Homelessness. The appropriation of these funds is included with Final Changes for FY 2023-24 and FY 2024-25;
• The U.S. Department of Housing and Urban Development (HUD), Continuum of Care (CoC) Program grant award in the amount of $4,447,586. The Continuum of Care (CoC) Program is a federally-funded competitive grant program that provides a housing subsidy (supportive housing) to homeless, disabled households. The funds will support the City’s CoC Program, which assists

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sheltered and unsheltered people experiencing homelessness by providing the housing and/or services needed to help individuals move into supportive permanent housing, with the goal of long-term stability. The funding for this grant is in the Housing Authority Fund and was included in the FY 2023-24 Proposed Budget that was presented to Council on May 23, 2023.

Contract Approvals
Salvation Army to Support Outreach to People Experiencing Homelessness Staff seeks approval to execute a two-year agreement with the Salvation Army to support the City’s 311 Outreach efforts and provide street team assistance to the Homeless Liaison Program (HLP) for a term of 2 years at a total amount not-to-exceed $446,250. Salvation Army was selected based on their past working relationship with the Police Department’s HLP team and their ability to respond in real-time, throughout the City, to assist HLP with outreach and direct transport to mental health and substance abuse treatment programs. Salvation Army will participate in at least once per month joint enforcement operations with HLP and will be assigned non-criminal 311 complaints upon review and assignment by HLP. Contract billing with Salvation Army will occur on a monthly basis. This award is made as an exception to the competitive bidding process pursuant to SMMC Section 2.24.250 (i), under the Local Emergency Order on Homelessness. The contract is funded from WSCCOG funds, as reflected in Final Changes.

Santa Monica-Malibu Unified School District for Playground Club Staff also seeks approval to execute a Memorandum of Understanding (MOU) with the Santa Monica-Malibu Unified School District for two years with three one-year options to renew to provide $500,000 a year to support the implementation of the Playground Club Program. This program provides supervised afterschool care at the School District’s Santa Monica elementary school playgrounds.

BerryDunn for Homelessness Strategic Plan

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Additionally, staff seeks approval to execute an agreement with BerryDunn in an amount not to exceed $400,000 funded by Measure CS funding for strategic planning services to develop a Homelessness Strategic Plan for the City. This contract is related to the November 2022 comprehensive study of the City’s homelessness response and prevention efforts conducted by Moss Adams. The audit included recommendations to improve the City’s homelessness approach, including that the City develop a comprehensive homelessness strategic plan that builds on the current Four Pillars framework to set clear policy direction, promote alignment across City stakeholders, and support regional efforts. At Council’s March 2023 workshop, staff presented a plan to engage a consultant or consultants to develop the recommended Homelessness Strategic Plan in coordination with city staff (a summary document shared at the workshop is available as Attachment P). Staff’s proposal presented Council with a highlevel project overview and timing. The proposed plan components would be a Background and Context (building on Moss Adams’ work); a Strategic Plan, including objectives, strategies, and measurable indicators; an Implementation Strategy, which would address partnerships, internal alignment and staffing, resource evaluation and strategy, data for decision making, and communication; and a Conclusion presenting tradeoffs and strategic decisions and establishing a timeline for plan review and reporting. Consistent with Moss Adams’ recommendations and taking into consideration the comprehensive analysis and community and partner outreach involved in the Moss Adams study, the proposed Homelessness Strategic Plan would build on and bring together existing work. The proposed Plan completion date would be May 2024, aligned to staff’s presentation of the Annual Report on Homelessness to the Council and community.

On March 21, 2023, the City released an RFP for a consultant to develop a multi-year, comprehensive Homelessness Strategic Plan. While the proposed timeline anticipates a completed plan in May 2024, staff recommends the option of an additional year with associated budget authority to support potential additional implementation work, including metrics development, communication and ongoing stakeholder and internal engagement, to increase the Plan’s effectiveness.

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Vendor Selection Process
Staff posted the RFP on the City’s online bidding website and advertised the opportunity in the Santa Monica Daily Press. Twenty-eight vendors downloaded the RFP, and seven vendors submitted proposals. A review committee composed of representatives from the Community Services Department, Public Works Department, and Police Department reviewed the proposals. Two proposals clearly stood out based on initial review and scoring: BerryDunn (partnered with ECONorthwest) and Homebase; the review committee then interviewed both groups. Following interviews, staff recommends selecting BerryDunn based on its expertise, approach, experience with similar projects, strong references, and close alignment of its approach with the City’s needs for this project.

Justification
Staff interviewed two shortlisted firms. Based on these criteria and the criteria in SMMC

2.24.190, staff recommends BerryDunn as the best qualified person or firm to provide strategic planning services to develop a multi-year Homelessness Strategic Plan. The review panel was guided by the notion that the City is seeking to build from both a sound organizing framework in its Four Pillars approach and recent comprehensive outside analysis from the Moss Adams report to produce a plan focused on alignment around a clear vision, shared understanding of roles and responsibilities, and clear objectives and metrics to elevate the work and enhance its effectiveness and visibility to the community. BerryDunn’s proposal, including its partnership with ECONorthwest (a Pacific Northwest-based consulting firm that specializes in economics, finance, and planning), stood out for its expertise, experience, and close match to the City’s needs for this strategic planning process. BerryDunn brings strong systems-level strategic planning expertise, engagement and facilitation strength, and a clear vision for project management aligned to the City’s goals and timetable, while the ECONorthwest component adds specific homelessness-sector experience and expertise. Reference checks for recent, similar BerryDunn strategic planning projects revealed positive reviews for the firm and specific principals’ effectiveness with Council and community engagement, and producing clear, effective, ready-to-implement strategic plans.

Similarly, the ECONorthwest team received positive endorsement for their

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responsiveness, expertise, and final product. Taken together, the team’s proposal, interview, and reference checks demonstrate the breadth of skills and experience to work successfully with the City and stakeholders and deliver a clear, comprehensive, and usable strategic plan.

Council Discretionary Funds
Each year, Council allocates discretionary funds to assist the community in special projects or support important but otherwise unfunded priorities. Traditionally, Council has supported community partners like the Business Improvement Districts, Santa Monica traditions like the Fourth of July Parade, one-time programs, and local students through science or music grants that allow Santa Monica youth to participate in special events. Projects and programs supported by Council discretionary funds for the past three years are detailed in Attachment L.

Allocation of the funds may occur along with Budget Adoption or throughout the year.

Including unprogrammed FY 2022-23 discretionary funds ($14,656) and FY 2023-24 discretionary funds ($125,150), the Council has access to $139,806 in discretionary funds in FY 2023-24.

Cost of Adding Two Additional Security Guards and Four Public Services Officers At its June 13, 2023, meeting, Council directed staff to provide the following costs as detailed in Attachment R:
• Four Public Services Officers, FY 2023-24 – Estimated at $424,724. • Adding 2 additional security guards to agreement #4982 with Good Guard Security, Inc. for Parking Structure Security Services, FY 2023-24 - $161,849.

If Council decides to move forward with any of these items, Council must provide staff with direction on what resources to reallocate from the FY 2023-25 Proposed Biennial Budget to fund the items.

Additionally, approving to move forward with adding the additional security guards to the agreement with Good Guard Security, Inc., requires that Council authorize the City

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Manager to execute a modification to agreement (Agenda Item 5-L, approved at the June 13, 2023 Council Meeting) to increase the total not to exceed contract amount by the additional approved amount.

Committees and Commission Communications
Commissions are encouraged to provide written communications to the Council regarding the Proposed Budget. Attachment O includes letters to the Council from the Recreation and Parks Commission, the Planning Commission and the Santa Monica Public Library Board. Any other letters received after submission of this staff report will be added as Written Comments to the Council Meeting Agenda. The Measure CS Advisory Committee, a new committee that will be providing non-binding recommendations to the City Manager on the use of Measure CS funds, was unable to meet this year to provide input during this budget process because the appointments were made in late May.

Environmental Review
The FY 2023-25 Proposed Budget is categorically exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. The Proposed Budget is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” Therefore, it can be seen with certainty that actions would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.

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Financial Impacts and Budget Actions
The FY 2023-25 Citywide Budget as revised by Final Changes, including operating and capital budgets, is approximately $745.0 million and $750.6 million, net of reimbursements and transfers, in FY 2023-24 and FY 2024-25, respectively, as described below:
• Operating Budget: Citywide operating budget is $641.0 million and $664.7 million in FY 2023-24 and FY 2024-25.
• FTEs: Citywide total 2,006.0 permanent FTEs and 93.9 as-needed FTEs. • Capital Improvement Program (CIP) Budget: FY 2023-24 Proposed CIP Exception Based Budget is approximately $104.1 million. The FY 2024-25 Proposed Budget Plan is approximately $85.9 million.
• Revenues: Citywide total budget of $750.9 million and $782.5 million in FY 2023-24 and FY 2024-25, respectively.

Adoption of the Proposed Budget, as amended by Final Changes described in the Revisions to Proposed Budget section of this report, would formally adopt the first year and approve the second year of the City’s FY 2023-25 Biennial Operating Budget, including the second year of the FY 2023-24 Capital Improvement Program Budget.

Prepared By: Oscar Santiago, Budget Manager
Approved Forwarded to Council
Attachments:

A. Attachment A - City Council Resolution
B. Attachment B - Housing Authority Resolution
C. Attachment C - Parking Authority Resolution

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Packet Pg. 277
25 of 25
D. Attachment D - Salary Resolution
E. Attachment E - Position and Classification Changes
F. Attachment F - Master Fee Resolution
G. Attachment G - Master Fine Resolution
H. Attachment H - Parking Rates Resolution
I. Attachment I - Runoff Reduction Fee Resolution
J. Attachment J - Gann Resolution
K. Attachment K - Road Repair and Accountability Act Resolution L. Attachment L - Council Discretionary Funds
M. Attachment M - FY 2023-25 Proposed Biennial Budget (Web Link) N. Attachment N - May 23, 2023 Staff Report (Financial Status Update, FY 2023-25 Proposed Biennial Budget, and FY 2023-24 Proposed Capital Improvement Program Budget) (Web Link)
O. Attachment O - Committees and Commission Communications P. Attachment P - Homelessness Strategic Plan - RFP
Q. Attachment R - Security guards and Public Services Officers Estimated Costs R. Attachment S - Revisions to Fee Schedules FY 2023-24 S. Attachment T - Revisions to Fine Schedules FY 2023-24 T. Written Comments
U. PowerPoint Presentation

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Packet Pg. 278

ATTACHMENT A

1 City Council Meeting June 27, 2023 Santa Monica, California

RESOLUTION NUMBER (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ADOPTING THE FIRST YEAR (FISCAL YEAR 2023-24) AND APPROVING THE SECOND YEAR (FISCAL YEAR 2024-25) OF THE FISCAL YEAR 2023-25 BIENNIAL

BUDGET AND ADOPTING ITS CAPITAL IMPROVEMENT PROGRAM BUDGET FOR FISCAL YEAR 2023-24
WHEREAS, the proposed Operating Budget for the Fiscal Year 2023-24 and Fiscal Year 2024-25, and the proposed Biennial Capital Improvement Program Budget for Fiscal Year 2023-24 were submitted to the City Council of the City of Santa Monica (the “City Council”) not less than 35 days prior to July 1, 2023; and WHEREAS, the City Council held a public hearing on said Budget after a notice of the budget hearing was published not less than 10 days prior thereto; and WHEREAS, after the public hearing, the City Council considered further its proposed Budget.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA RESOLVES AS FOLLOWS:

SECTION 1. The Fiscal Year (FY) 2023-24 Operating Budget, as submitted by the City Manager and revised by the City Council included in the document entitled “City of Santa Monica Proposed Biennial Budget FY 2023-25” (the “FY 2023-25 Budget”), as amended by the changes reflected in the accompanying staff report, is hereby adopted.

The FY 2024-25 Operating Budget as submitted by the City Manager and revised by the City Council, included in the FY 2023-25 Budget, as amended by the changes reflected in the accompanying staff report, is hereby approved. The FY 2023-24 Capital Improvement Program Budget, as submitted by the City Manager and revised by the City

12.A.a
Packet Pg. 279 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT A

2 Council, included in the FY 2023-25 Budget, as amended by the changes reflected in the accompanying staff report, is hereby adopted.

In adopting the FY 2023-24 Operating Budget and FY 2023-24 Capital Improvement Program Budget, the City Council intends to, and by this Section does, adopt and approve the total operating appropriation for each departmental and non-departmental operating budget, consisting of Salaries and Wages, Supplies and Expenses major expenditure categories, each project of the Capital Improvement Program Budget, and the revenue detail. The City Manager is authorized to allot by Department and fund as appropriated. A list of the changes to the proposed Operating Budget for FY 2023-24 and FY 2024-25, and proposed Biennial Capital Improvement Program Budget for FY 2023-24 are included in the accompanying staff report.

SECTION 2. In adopting the FY 2023-24 Operating Budget, the City Council hereby re-appropriates the General Fund and all other Non-General Fund unexpended encumbrances of the FY 2022-23 Budget. In adopting the FY 2023-24 Capital Improvement Program Budget, the City Council hereby re-appropriates the General Fund and all other Non-General Fund unencumbered balances and unexpended encumbrances of the FY 2022-23 Capital Improvement Program Budget.

SECTION 3. In adopting the FY 2023-24 Budget, the City Council hereby re-appropriates year-end remaining funds for multi-year operating grants and donations dedicated to programs, including federal recovery funding, and funds for the encumbrances of goods and services ordered in FY 2022-23 but not received or provided until FY 2023-24 for the City’s General Fund and proprietary funds (enterprise and internal service).

12.A.a
Packet Pg. 280 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT A
3 SECTION 4. In adopting the FY 2023-24 Budget, the City Council hereby re-appropriates Council discretionary, unencumbered balances, and unexpended encumbrances of the FY 2022-23 Budget for the City’s General Fund.

SECTION 5. In adopting the FY 2023-24 Budget, the City Council hereby approves the Operating Budget Policies set forth in the City’s fiscal policies included in the FY 2023-25 Budget document.

SECTION 6. The budgets of the Housing Authority and the Parking Authority have been reviewed by the City Council and are hereby approved and adopted.

SECTION 7. A copy of the Los Angeles County Third Supervisorial District Consolidated Oversight Board resolution approving the Successor Agency’s Administrative Budget for FY 2023-24, as adopted in January 2023, is attached hereto as Exhibit 1.

SECTION 8. A certified copy of the FY 2023-25 Budget and amendments shall be filed with the Director of Finance and with the City Clerk, and certified copies of the FY 2023-25 Budget shall be reproduced and made available for use as directed by Santa Monica City Charter section 1505.

SECTION 9. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:
_______________________
Douglas Sloan, City Attorney

12.A.a
Packet Pg. 281 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption) RESOLUTION NO. 55

RESOLUTION OF THE LOS ANGELES COUNTY THIRD SUPERVISORIAL DISTRICT

CONSOLIDATED OVERSIGHT BOARD APPROVING AND ADOPTING THE

ADMINISTRATIVE BUDGET FOR THE SUCCESSOR AGENCY OF THE FORMER REDEVELOPMENT AGENCY TO THE CITY OF SANTA MONICA FOR THE PERIOD JULY 1, 2023 THROUGH JUNE 30, 2024
WHEREAS, pursuant to ABx 1 26, enacted on June 28, 2011, and as subsequently amended by AB 1484, SB 341, and SB 107 ("Dissolution Act"), the Redevelopment Agency to the City of Santa Monica was dissolved as of February 1, 2012, and the City of Santa Monica elected to serve as the Successor Agency to the former Redevelopment Agency to the City of Santa Monica (“Successor Agency”); and
WHEREAS, pursuant to Health and Safety Code Section 34179 (q), commencing on and after July 1, 2018, the County of Los Angeles, where more than 40 oversight boards were created by the Dissolution Act, shall have five consolidated oversight boards each encompassing the five supervisorial districts; and
WHEREAS, the Third Supervisorial District Consolidated Oversight Board ("Third District Consolidated Oversight Board") has jurisdiction over the Successor Agency of the Former Redevelopment Agency to the City of Santa Monica; and
WHEREAS, the Third District Consolidated Oversight Board held a regular meeting on January 10, 2023; and
WHEREAS, Section 34177(j) of the Health and Safety Code, provides that the Successor Agency shall prepare an administrative budget (“Administrative Budget”) and submit it to the Oversight Board of the Successor Agency for its approval; and
WHEREAS, the Administrative Budget shall include the following:

12.A.a
Packet Pg. 282 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption) (1) Estimated amounts for successor agency administrative costs for the upcoming annual fiscal period;
(2) Proposed sources of payment for the costs identified in subparagraph (1); (3) Proposals for arrangements for administrative and operations services provided by a city, county, city and county, or other entity; and
WHEREAS, on February 2, 2012, the Successor Agency approved a Reimbursement Agreement by and between the City of Santa Monica and Successor Agency, Contract No. 9549 (CCS/RAS/SA), in accordance with Section 34171(d)(1)(F) of the California Health and Safety Code; and
WHEREAS, Section 34177(k) of the California Health and Safety Code requires the Successor Agency to provide administrative cost estimates, from its approved Administrative Budget that are to be paid from property tax revenues deposited in the Redevelopment Property Tax Trust Fund, to the Los Angeles County Auditor-Controller for each six-month fiscal period; and WHEREAS, under Title 14 of the California Code of Regulations, Section 15061(b)(3), the approval of the Administrative Budget is exempt from the requirements of the California Environmental Quality Act (“CEQA”), in that it is not a project as the adoption of the Administrative Budget will not have the potential of causing a significant environmental effect and it can be seen with certainty that there is no possibility that the adoption of the Administrative Budget will have any significant effect on the environment; and
WHEREAS, the Third District Consolidated Oversight Board has reviewed and duly considered the Administrative Budget for the period July 2023 – June 2024, inclusive, attached as Exhibit 1, and other written evidence presented at the meeting.

12.A.a
Packet Pg. 283 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

NOW THEREFORE, THE LOS ANGELES COUNTY THIRD SUPERVISORIAL DISTRICT CONSOLIDATED OVERSIGHT BOARD DOES HEREBY RESOLVE AND FIND AS FOLLOWS:

SECTION 1. The Third District Consolidated Oversight Board hereby finds and determines that the foregoing recitals are true and correct.

SECTION 2. The Third District Consolidated Oversight Board hereby approves and adopts the Administrative Budget for the period July 2023 – June 2024, inclusive, attached hereto as Exhibit

1. SECTION 3. The Third District Consolidated Oversight Board authorizes the Successor Agency to:
(1) Provide an administrative cost estimate to the County Auditor-Controller for the period July 2023 – June 2024, inclusive, based upon the approved Administrative Budget; and
(2) Submit the Administrative Budget to the Department of Finance; and (3) Take such other actions and execute such other documents as are appropriate to effectuate the intent of this Resolution and to implement the Administrative Budget on behalf of the Successor Agency.

12.A.a
Packet Pg. 284 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

12.A.a
Packet Pg. 285 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit 1
Successor Agency Administrative Budget
SUCCESSOR AGENCY ADMINISTRATIVE BUDGET
July 1, 2023 to June 30, 2024
Department/Responsibilities Budget
Community Development Oversees Successor Agency, prepares ROPS, PPA and acts as liaison to the Consolidated Oversight Board,
Department of Finance, and County Auditor‐
Controller. Works with Finance to facilitate payments
of enforceable obligations and maintain records of
Successor Agency.
$83,700
Finance Department Processes Successor Agency payments for enforceable obligations, records accounting, oversees financial
audit.
$62,500
City Attorney's Office Legal review of all Successor Agency actions, staff reports, resolutions, and reporting obligations.

Attends Successor Agency and Oversight Board
meetings.
$7,300
Records and Elections Services
Department
Facilitates Successor Agency meetings, agendas, and
minutes.
$6,000
Staffing Budget
$159,500
Supplies and Expenses
Financial Consulting Services $8,000
Audit Services $9,000
Insurance $7,000
Computer
Equipment/Software
$5,000
Supplies and Expenses Budget $29,000
Total Budget $188,500

12.A.a
Packet Pg. 286 Attachment: Attachment A - City Council Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT B
1 City Council Meeting: June 27, 2023 Santa Monica, California RESOLUTION NUMBER ________ (HAS)
(Housing Authority Series)

A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF SANTA MONICA ADOPTING THE FIRST YEAR (FISCAL YEAR 2023-24) AND APPROVING THE SECOND YEAR (FISCAL YEAR 2024-25) OF THE FISCAL YEAR 2023-25 BIENNIAL

BUDGET AND ADOPTING ITS CAPITAL IMPROVEMENT PROGRAM BUDGET FOR FISCAL YEAR 2023-24
WHEREAS, the proposed Operating Budget for the Fiscal Year 2023-24 and Fiscal Year 2024-25, and the proposed Biennial Capital Improvement Program Budget for Fiscal Year 2023-24 were submitted to the Housing Authority of the City of Santa Monica (the “Housing Authority”) not less than 35 days prior to July 1, 2023; and WHEREAS, the Housing Authority held a public hearing on said Budget after a notice of said budget hearing was published not less than 10 days prior thereto; and WHEREAS, after said public hearing, the Housing Authority considered further its proposed Budget.

NOW, THEREFORE, THE HOUSING AUTHORITY OF THE CITY OF SANTA MONICA RESOLVES AS FOLLOWS:

SECTION 1. The Fiscal Year (FY) 2023-24 Operating Budget, as submitted by the Executive Director and revised by the Housing Authority, included in the document entitled “City of Santa Monica Proposed Biennial Budget FY 2023-25” (the “FY 2023-25 Budget”), as amended by the changes reflected in the accompanying staff report, is hereby adopted. The FY 2024-25 Operating Budget as submitted by the Executive Director and revised by the Housing Authority, included in the FY 2023-25 Budget, as amended by the changes reflected in the accompanying staff report, is hereby approved.

12.A.b
Packet Pg. 287 Attachment: Attachment B - Housing Authority Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT B
2 The FY 2023-24 Capital Improvement Program Budget, as submitted by the Executive Director and revised by the Housing Authority, included in the FY 2023-25 Budget, as amended by the changes reflected in the accompanying staff report, is hereby adopted.

In adopting the FY 2023-24 Operating Budget and FY 2023-24 Capital Improvement Program Budget, the Housing Authority intends to, and by this Section does, adopt and approve the total operating appropriation for each departmental and nondepartmental operating budget, consisting of Salaries and Wages, Supplies and Expenses major expenditure categories, each project of the Capital Improvement Program Budget, and the revenue detail. The Executive Director is authorized to allot by Department and fund as appropriated. A list of the changes to the proposed Operating Budget for FY 2023-24 and FY 2024-25, and proposed Biennial Capital Improvement Program Budget for FY 2023-24 are included in the accompanying staff report.

SECTION 2. A certified copy of the FY 2023-24 Budget and amendments shall be filed with the Director of Finance and with the Secretary, and certified copies of the FY 2023-24 Budget shall be reproduced and made available for use as directed by Santa Monica City Charter section 1505.

SECTION 3. In adopting the FY 2023-24 Budget, the Housing Authority reappropriates the General Fund and all other Non-General Fund unexpended encumbrances of the FY 2022-23 Budget.

SECTION 4. In adopting the FY 2023-24 Budget, the Housing Authority hereby approves the Operating Budget Policies set forth in the City’s fiscal policies included in the FY 2023-25 Budget.

SECTION 5. The Secretary shall certify to the adoption of this Resolution, and

12.A.b
Packet Pg. 288 Attachment: Attachment B - Housing Authority Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT B
3 thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:
__________________________
Douglas Sloan
General Counsel to the Housing Authority

12.A.b
Packet Pg. 289 Attachment: Attachment B - Housing Authority Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT C
1 City Council Meeting: June 27, 2023 Santa Monica, California RESOLUTION NUMBER _______ (PAS)
(Parking Authority Series)

A RESOLUTION OF THE PARKING AUTHORITY OF THE CITY OF SANTA MONICA ADOPTING THE FIRST YEAR (FISCAL YEAR 2023-24) AND APPROVING THE SECOND YEAR (FISCAL YEAR 2024-25) OF THE FISCAL YEAR 2023-25 BIENNIAL

BUDGET AND ADOPTING ITS CAPITAL IMPROVEMENT PROGRAM BUDGET FOR FISCAL YEAR 2023-24
WHEREAS, the proposed Operating Budget for the Fiscal Year 2023-24 and Fiscal Year 2024-25, and the proposed Biennial Capital Improvement Program Budget for Fiscal Year 2023-24 were submitted to the Parking Authority of the City of Santa Monica (the “Parking Authority”) not less than 35 days prior to July 1, 2023; and WHEREAS, the Parking Authority held a public hearing on said Budget after a notice of said Budget hearing was published not less than 10 days prior thereto; and WHEREAS, after said public hearing, the Parking Authority considered further its proposed budget.

NOW, THEREFORE, THE PARKING AUTHORITY OF THE CITY OF SANTA MONICA RESOLVE AS FOLLOWS:

SECTION 1. The Fiscal Year (FY) 2023-24 Operating Budget, as submitted by the Executive Director and revised by the Parking Authority, included in the document entitled “City of Santa Monica Proposed Biennial Budget FY 2023-25” (the “FY 2023-25 Budget”), as amended by the changes reflected in the accompanying staff report, is hereby adopted. The FY 2024-25 Operating Budget as submitted by the Executive Director and revised by the Parking Authority, included in the FY 2023-25 Budget, as amended by the changes reflected in the accompanying staff report, is hereby approved.

12.A.c
Packet Pg. 290 Attachment: Attachment C - Parking Authority Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT C
2 The FY 2023-24 Capital Improvement Program Budget, as submitted by the Executive Director and revised by the Housing Authority, included in the FY 2023-25 Budget, as amended by the changes reflected in the accompanying staff report, is hereby adopted.

In adopting the FY 2023-24 Operating Budget and FY 2023-24 Capital Improvement Program Budget, the Parking Authority intends to, and by this Section does, adopt and approve the total operating appropriation for each departmental and nondepartmental operating budget, consisting of Salaries and Wages, Supplies and Expenses major expenditure categories, each project of the Capital Improvement Program Budget, and the revenue detail. The Executive Director is authorized to allot by Department and fund as appropriated. A list of the changes to the proposed Operating Budget for FY 2023-24 and FY 2024-25, and proposed Biennial Capital Improvement Program Budget for FY 2023-24 are included in the accompanying staff report.

SECTION 3. In adopting the FY 2023-24 Budget, the Parking Authority reappropriates the General Fund and all other Non-General Fund unexpended encumbrances of the FY 2022-23 Budget.

SECTION 4. In adopting the FY 2023-24 Budget, the Parking Authority hereby approves the Operating Budget Policies set forth in the City’s fiscal policies included in the FY 2023-25 Budget.

SECTION 5. The Secretary shall certify to the adoption of this Resolution, and

12.A.c
Packet Pg. 291 Attachment: Attachment C - Parking Authority Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT C
3 thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:
___________________________
Douglas Sloan
General Counsel to the Parking Authority

12.A.c
Packet Pg. 292 Attachment: Attachment C - Parking Authority Resolution (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT D
City Council Meeting: June 27, 2023 Santa Monica, California RESOLUTION NUMBER ________(CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

ESTABLISHING NEW CLASSIFICATIONS AND ADOPTING SALARY RATES FOR THE FOLLOWING NEW OR EXISTING CLASSIFICATIONS: ADMINISTRATIVE AIDE,

ADMINISTRATIVE INTERN, ADMINISTRATIVE INTERN II, ASSISTANT DIRECTOR

OF HOUSING AND HUMAN SERVICES, COMMUNITY & CULTURAL SERVICES

ASSISTANT, COMMUNITY SERVICES PROGRAM COORDINATOR, CROSSING

GUARD, DIRECTOR OF HOUSING AND HUMAN SERVICES, DIRECTOR OF

RECREATION AND ARTS, ENTERPRISE ARCHITECT AND DIGITAL

DEVELOPMENT MANAGER, FACILITIES ATTENDANT, FIRE EQUIPMENT

SPECIALIST, FIRE FACILITIES AND MAINTENANCE COORDINATOR, HUMAN

SERVICES MANAGER, JUNIOR POOL LIFEGUARD, LABORER TRAINEE, LIBRARY

PAGE, MARKETING MANAGER, MOTOR COACH CLEANER SUPERVISOR, POLICE

CADET, POLICE CHIEF, PRODUCTION ASSISTANT, PUBLIC SAFETY DISPATCH

ADMINISTRATOR, PUBLIC SAFETY DISPATCH SUPERVISOR, PUBLIC SAFETY

DISPATCHER, PUBLIC SERVICES OFFICER, RECYCLING ASSISTANT, SENIOR

HOUSING SPECIALIST, STUDENT WORKER, TRADES INTERN, VIDEO INTERN,

VIDEO STUDENT INTERN, VIDEO TECHNICIAN I, AND VIDEO TECHNICIAN II

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The following salary levels are hereby established, effective July 2, 2023, for the indicated classifications:

Classification Salary Reason
Assistant Director of Housing
and Human Services
$208,284/annual; Step 5 New Classification
Community Services Program
Coordinator
$73,788/annual; Step 5 Equity Adjustment
Director of Housing and Human
Services
$241,452/annual; Step 5 New Classification
Director of Recreation and Arts $221,136/annual; Step 5 New Classification Enterprise Architect and Digital
Development Manager
$191,772/annual; Step 5 Equity Adjustment
Fire Equipment Specialist $75,972/annual; Step 5 Equity Adjustment Fire Facilities and Maintenance
Coordinator
$97,368/annual; Step 5 Equity Adjustment
Human Services Manager $198,504/annual; Step 5 Title Change Only

12.A.d
Packet Pg. 293 Attachment: Attachment D - Salary Resolution [Revision 5] (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT D
Classification Salary Reason
Marketing Manager $136,944/annual; Step 5 Title Change Only Motor Coach Cleaner Supervisor $72,648/annual; Step 5 Title Change and Equity Adjustment
Police Cadet $21.92/hour Equity Adjustment
Public Safety Dispatch
Administrator
$152,496/annual; Step 5 Equity Adjustment
Public Safety Dispatch
Supervisor
$109,008/annual; Step 5 Equity Adjustment
Public Safety Dispatcher $90,240/annual; Step 5 Equity Adjustment Public Services Officer $68,640/annual; Step 5 Equity Adjustment Senior Housing Specialist $103,980/annual; Step 5 Restoration of Classification
Additionally, the base salaries outlined above will receive salary increases that become effective on or before July 2, 2023, in accordance with any applicable Memoranda of Understanding or Pay Plans for the listed classifications.

SECTION 2. The following salary level is hereby established, effective January 1, 2023, for the indicated classification:

Classification Salary Reason
Police Chief $345,084/annual; Step 5 Equity Adjustment
SECTION 3. The following salary levels are hereby established, effective June 18, 2023, for the indicated as-needed classifications due to changes in the living and minimum wages:

Classification Salary Reason
Administrative Aide $19.73/hour Align with Living Wage
Administrative Intern $19.73/hour Align with Living Wage Administrative Intern II $21.21/hour Equity Adjustment
Community & Cultural Services
Assistant
$19.73/hour Align with Living Wage
Crossing Guard $19.73/hour Align with Living Wage
Facilities Attendant $19.73/hour Align with Living Wage Junior Pool Lifeguard $16.90/hour Align with Minimum Wage Laborer Trainee $19.73/hour Align with Living Wage
Library Page $19.73/hour Align with Living Wage
Production Assistant $19.73/hour Align with Living Wage Recycling Assistant $19.73/hour Align with Living Wage
Student Worker $16.90/hour Align with Minimum Wage

12.A.d
Packet Pg. 294 Attachment: Attachment D - Salary Resolution [Revision 5] (5225 : FY 2023-2025 Biennial Budget Adoption)

ATTACHMENT D
Classification Salary Reason
Trades Intern $19.73/hour Align with Living Wage
Video Intern $19.73/hour Align with Living Wage
Video Student Intern $16.90/hour Align with Minimum Wage Video Technician I $19.73/hour Align with Living Wage
Video Technician II $21.21/hour Equity Adjustment
SECTION 4. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:

Douglas T. Sloan
City Attorney

12.A.d
Packet Pg. 295 Attachment: Attachment D - Salary Resolution [Revision 5] (5225 : FY 2023-2025 Biennial Budget Adoption)

POSITION AND CLASSIFICATION CHANGES

ATTACHMENT E

FUND DEPT FTE POSITION TITLE FUND DEPT FTE POSITION TITLE 01 CMO 1.0 Senior Marketing Manager 01 CMO 1.0 Marketing Manager Title Change - No budget impact 01 DOT 1.0 City Traffic Engineer 1 Add 1.0 Results in net zero impact to the General Fund
01 Finance 1.0 Payroll Specialist 01 Finance 1.0 Administrative Analyst 2 Add/Delete - Results in net zero impact 01 HHS 1.0 Senior Administrative Analyst -
Housing Authority 01 HHS 1.0 Senior Administrative Analyst Add/Delete - No budget impact 01 HHS 1.0 Community Services Program
Coordinator 1 Add 1.0 Results in net zero impact
to the General Fund
01 HHS 0.8 Community Services Program
Specialist 1 Add 0.8 Results in net zero impact
to the General Fund
53 PW 2.0 Pier Maintenance Worker 53 PW 2.0 Pier Maintenance Crew Leader Reclassification - Impact to Pier Fund of
approximately $57K as
reflected in Final Changes
PERMANENT EMPLOYEES TOTAL 2.8 FTE
GRAND TOTAL 2.8 FTE
1 Position change has no net impact to the General Fund budget. 2 Cost of the position change will be offset by savings and/or the reallocation of budgeted funds within department budgets, resulting in a net zero impact to the budget.

DELETE ADD

REASON NET FTE

CHANGE NET IMPACT
June 27, 2023

12.A.e
Packet Pg. 296 Attachment: Attachment E - Position and Classification Changes [Revision 1] (5225 : FY 2023-2025 1 ATTACHMENT F
City Council Meeting: June 27, 2023 Santa Monica, California

RESOLUTION NUMBER (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

REVISING THE CITY'S MASTER FEE SCHEDULE TO ESTABLISH AND

REVISE CERTAIN PERMIT AND USER FEES AND CHARGES IN THE COMMUNITY

DEVELOPMENT, RECREATION AND ARTS, AND HOUSING AND HUMAN SERVICES DEPARTMENTS; DEPARTMENT OF TRANSPORTATION; FINANCE, LIBRARY, POLICE, AND PUBLIC WORKS DEPARTMENTS; AND RECORDS AND

ELECTIONS SERVICES
WHEREAS, it is the City of Santa Monica’s (“City”) general policy to charge for the full costs of services provided by City staff (“City’s Cost Recovery Policy”) when such services benefit individual users, rather than members of the community as a whole; and WHEREAS, notwithstanding the City’s Cost Recovery Policy, the City has discounted certain recreational services and other opportunities to individuals to promote equity, inclusion, and other community benefits; and
WHEREAS, the Santa Monica Municipal Code authorizes the City to establish by resolution charges for commercial and other uses of public property; and WHEREAS, the City further makes various recreational facilities, fields, courts, parking lots, swimming pools, rooms, auditoriums, and patios, and other locations available for recreational activities and events pursuant to City guidelines; and WHEREAS, it is the City’s policy to establish user charges for those locations so as to promote use of its limited facilities by this community and by groups working to promote this community’s welfare; and
WHEREAS, the City maintains a Master User Fee Schedule to allow the public to more easily gather information about such fees; and

12.A.f
Packet Pg. 297 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 2 WHEREAS, during a May 23, 2023, Budget Study Session (“2023 Budget Study Session”), City staff presented the City Council with information relating to the certain proposed new fees and revisions to existing fees (the “Proposed Updated Fees”); and WHEREAS, the Proposed Updated Fees were provided to the public and described in Attachment C to the May 23, 2023, Staff Report accompanying the 2023 Budget Study Session; and
WHEREAS, during the 2023 Budget Study Session, Council provided direction to provide fee waivers for landmark-related applications filed by non-profit organizations (the “Landmark Application Waivers”); and
WHEREAS, the Cemetery provides certain services, items, and burial options that can be established at market rates; and
WHEREAS, the Cemetery uses outside vendors for certain services, including embalming, pacemaker removal, preparation of remains, and dressing and casketing of un-embalmed remains; and
WHEREAS, staff proposes modifying the Proposed Updated Fees to include the Landmark Application Waivers and additional changes to four cemetery fees as described in the accompanying staff report to offset higher outside vendor charges for: embalming, pacemaker removal, preparation of remains, and dressing and casketing of un-embalmed remains (collectively, the “Additional Revised Cemetery Fees”); and WHEREAS, the City of Santa Monica may provide aquatic staffing at the Santa Monica Swim Center, the Annenberg Community Beach House, and the Santa Monica High School Swimming Pool; and
WHEREAS, the City has established staff-level review for projects eligible for

12.A.f
Packet Pg. 298 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 3 streamlined review pursuant to certain zoning amendments to implement the City’s certified 6th Cycle Housing Element; and
WHEREAS, the City will be performing a staff-level review of certain housing development on a single-unit dwelling parcel pursuant to SB 9; and WHEREAS, the special event rental rates at the Santa Monica Pier Carousel (“Carousel”) have not increased since 2014; and
WHEREAS, the Pier Corporation oversees the rental of the Carousel and has recommended proposed rate increases; and
WHEREAS, the proposed rate increases at the Carousel will help offset expenses in maintaining and managing the Carousel, and continue to keep the Carousel as an affordable venue; and
WHEREAS, the current fees for swim instructors and lifeguards requires adjustments to meet the City’s Cost Recovery Policy and staff proposes to make these fees subject to the City’s annual administrative increase; and WHEREAS, the descriptions of certain fees must be revised to reflect the naming of the civic field as Historic Belmar Park; and
WHEREAS, the Beach House will be providing new sports programming, including volleyball, yoga, bounce, and other sports programs; and WHEREAS, on August 24, 2022, the City Council adopted Resolution No. 11458, which established revised rates for commercial fitness trainers in City parks, which Council desires to incorporate into the 2023 Master User Fee Schedule; and WHEREAS, the Department of Transportation provides services to event producers, including installing and removing event-specific signage, including shuttle

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Packet Pg. 299 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 4 stop, wayfinding and parking directional signage; and WHEREAS, the Department of Transportation provides meter or meter pole removals and installations in connection with private construction or parklet installations in the public right-of-way; and
WHEREAS, the Library currently has a three-hour minimum rental rate at certain locations; and
WHEREAS, reducing the three-hour minimum rental rate at certain City properties to a two-hour minimum rental rate will provide the community with additional flexibility and increased access; and
WHEREAS, on March 14, 2023, the City Council adopted Resolution No. 11511 (“Resolution 11511”), which established maximum fees relating to the City’s concealed carry weapon permit program based on the City’s Cost Recovery Policy, and current fees based on fee caps imposed by state law; and
WHEREAS, Resolution 11511 authorized City staff to charge higher fees for CCW Renewal Permits and Amended CCW Licenses, should state law change, without further action from the City Council, after providing notice on the Santa Monica Police Department’s website; and
WHEREAS, it is the intent of this Resolution to reaffirm City staff’s authority to charge higher fees for CCW Renewal Permits and Amended CCW Licenses, should state law authorize higher fees, after providing 60 days’ notice on the Santa Monica Police Department’s website, without further action from the City Council; and WHEREAS, staff proposes splitting the existing EV User Fee into an EV User Fee for June 1 through September 30, and an EV User Fee for October 1 through May 31 to

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Packet Pg. 300 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 5 enhance cost recovery and reflect seasonal changes in electricity rates; and WHEREAS, Elections Code Section 9202(b) authorizes an initiative fee; and WHEREAS, Elections Code Section 13307(d) authorizes a local agency to recover the “cost of printing, handling, translating, mailing, and electronically distributing candidate’s statements filed pursuant to this section;” and WHEREAS, the Master User Fee Schedule was most recently revised on June 28, 2022 (the “2022 Master User Fee Schedule”), when the City Council adopted Resolution Number 11432 (CCS) (“Resolution 11432”); and
WHEREAS, Resolution 11432 authorized an annual administrative increase of certain user fees effective July 1, 2023; and
WHEREAS, the City Council desires to modify the 2022 Master User Fee Schedule to incorporate the Proposed Updated Fees, the Landmark Application Waivers, the Additional Revised Cemetery Fees; and to incorporate the existing fees created pursuant to Resolution 11458 and Resolution 11511 into the Master User Fee Schedule; and WHEREAS, the proposed changes to the 2022 Master User Fee Schedule to modify certain fees (highlighted in blue), add new fees (highlighted in green), revise the description of certain fees (highlighted in orange), incorporate existing fees to the Master User Fee Schedule (highlighted in pink), and to delete certain fees that are not currently charged are reflected in the attached exhibits; and
WHEREAS, the City Council desires to make minor revisions, including revising fee descriptions to provide additional detail about the type of services provided and other clarifications, miscellaneous corrections, and administrative changes as necessary; and WHEREAS, the changes to the 2022 Master User Fee Schedule made by this

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Packet Pg. 301 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 6 Resolution are highlighted in the exhibits hereto, and collectively consolidated with the existing fees as reflected in Appendix 1 (the “2023 Master User Fee Schedule”); and.

WHEREAS, additional details regarding the changes to the 2022 Master User Fee Schedule made by this Resolution can be found in the accompanying Appendix 2 - Revisions to Fee Schedule FY 2023-24.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The fees for the City Planning Division, including the addition of a waiver for non-profit organizations for applications for landmark designation or structure of merit, and the additions of new fees for Architectural Review Board – Administrative Design Approval, and SB 9 Conformance Review, are hereby established as set forth in Exhibit A: Community Development - City Planning Division.

SECTION 2. The fees for the Department of Transportation, including the addition of new fees relating to services provided by traffic engineers and traffic painters, are hereby established as set forth in Exhibit C: Department of Transportation - Mobility.

SECTION 3. The fees for the Police Department, including incorporating the existing CCW permit fees established by Resolution 11511 into the Master Fee Schedule, are hereby established as set forth in Exhibit H1 – Police.

SECTION 4. The fees for Records and Election Services, including the addition of new fees relating to initiatives and candidate statements, are hereby established as set forth in Exhibit J - Records and Election Services.

SECTION 5. Certain miscellaneous fees, including the addition of new fees for parking meter removal/installation, are hereby established as set forth in Exhibit K:

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Packet Pg. 302 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 7 Miscellaneous.

SECTION 6. The fees for the Office of Sustainability and the Environment are hereby established as set forth in Exhibit L – Public Works: Office of Sustainability and the Environment.

SECTION 7. The fees for Department of Transportation: Pedicabs, including the addition of a new fee for Pedicab Beach Bike Path Decal, are hereby established as set forth in Exhibit N – Department of Transportation: Pedicabs.

SECTION 8. The fees for Recreation and Arts Programs, including revised fees for aquatic staffing, are hereby established as set forth in Exhibit O – Recreation and Arts (formerly Community Services) Program Fees.

SECTION 9. The charges for rentals, locations, hours of operations, and available programs relating to certain City facilities are hereby established as set forth in Exhibit P3a – Recreation and Arts (formerly Community Services) – Sports Facilities Rental Charges, Exhibit P3b - Recreation and Arts (formerly Community Services) Sports Facilities Rental Charges – Field Concession Stands/Storage, and Exhibit Q – Recreation and Arts (formerly Community Services) - Beach House.

SECTION 10. The fees for the Library Division, including reduced minimum hours for certain room rentals, are hereby established as set forth in Exhibit T- Library.

SECTION 11. The fees for commercial fitness or athletic instruction, including incorporating the existing fees established by Resolution 11458 into the 2023 Master User Fee Schedule, are hereby established as set forth in Exhibit U – Recreation and Arts (formerly Community Services) – Commercial Fitness or Athletic Instruction, Classes or Camps at City Parks and at the Santa Monica Beach.

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Packet Pg. 303 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 8 SECTION 12. The fees for the Cemetery Division, including the Additional Revised Cemetery Fees, are hereby established as set forth in Exhibit V – Public Works:

Cemetery.

SECTION 13. The fees for Community Development – Office of Pier Management, including the revised Carousel rental fees are hereby established as set forth in Exhibit X – Community Development: Office of Pier Management.

SECTION 14. In connection with the establishment of the Housing and Human Services Department, the existing fees for Housing and Human Services Program Fees, including CREST Club and CREST Enrichment fees, are being moved to Exhibit Z – Housing and Human Services (formerly Community Services) Program Fees.

SECTION 15. Commencing on July 1, 2023 and on July 1 of each fiscal year thereafter, all fees reflected in the 2023 Master User Fee Schedule (Appendix 1), as set forth in this Resolution, and unless noted otherwise, shall be administratively revised and increased annually by a factor equal to the net change in City total compensation costs for that fiscal year. Such net change is measured by comparing the budgeted City total compensation costs for the fiscal year in which the change is to become effective to the total budgeted City salary and benefit costs for the prior fiscal year. Notwithstanding the foregoing, in no event shall the annual administrative revision set forth in this Section 16 be less than zero percent. Notwithstanding the foregoing, in no event shall the annual administrative revision described in this Section 15 apply to any fees and charges established by other agencies or as otherwise may be prohibited by applicable law.

SECTION 16. Minor clarifications and revisions are hereby incorporated to the City’s comprehensive fee schedule to reflect changes in the type of services provided and

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Packet Pg. 304 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 9 the personnel providing certain services.

SECTION 17. Charges for the use of community and recreational facilities which are not listed in the master user fee schedule shall be determined by an authorized designee of the Recreation and Arts Department or the Housing and Human Services Department and shall be based upon the costs incurred in providing the facility or program.

SECTION 18. Organizations using City recreational facilities may be charged additional costs beyond those listed in the attached fee schedule when:

1. Use of the facility by any organization requires facility coverage or maintenance beyond that normally provided.

2. Use of the facility results in damage to the facility interior, exterior or its furnishings.

SECTION 19. Unless otherwise provided, for accounts that are not paid by the due date, a late fee of ten percent shall be charged for the first month on any unpaid balance, and an additional late fee of one percent shall be charged on any unpaid balance each month thereafter. The Director of Finance shall have the authority to settle disputes by reducing or waiving amounts due for penalties and interest on delinquent fees if such reduction or waiver serves to promote the City’s fiscal welfare by expeditious payment, enhancing revenue or otherwise.

SECTION 20. All fees established by this Resolution will take effect July 1, 2023, unless otherwise noted.

SECTION 21. Resolution 11432, Resolution 11458, and Resolution 11511, are hereby repealed in their entirety.

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Packet Pg. 305 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) 10 SECTION 22. If there are any conflicts between the fees adopted in this Resolution and fees adopted by any prior resolution or fee schedule, the fees adopted pursuant to this Resolution shall control. If there are any conflicts between the portions of the fee schedule set forth in this Resolution and any prior fee schedule, the portion of the fee schedule attached to this Resolution shall control. This Resolution does not supersede any waivers authorized by any Executive Order of the Director of Emergency Services or by any resolution or ordinance of the City Council.

SECTION 23. The City Clerk shall certify to the adoption of this Resolution and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:

Douglas Sloan, City Attorney

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Packet Pg. 306 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit A: Community Development - City Planning Division 1 of 2
Service
FY 2023-24
Fee Comments
Administrative Approval: Non-Downtown $5,224.52
Administrative Approval: Non-Downtown Housing Project $10,337.23 Downtown Administrative Approval: Non-residential Projects up to 10,000 sf $5,224.52 Downtown Administrative Approval: Housing Project up to 75,000 sf $10,337.23 Alcohol Exemption $862.05
Appeal - Planning Permit and Noise Variance $636.86
Architectural Review Board – Board Review (New Construction) $11,150.69 Architectural Review Board – Board Review (Building Design Alterations and Modifications/Additions/R1)
$5,243.10
Architectural Review Board - Board Review (Landscaping) $2,764.44 Architectural Review Board - Sign Adjustment $2,348.25
Architectural Review Board – Administrative Design Approval (All Others) $1,006.39 Architectural Review Board – Administrative Design Approval (Single Trade) Waived Architectural Review Board – Administrative Design Approval (New Construction) $4,942.56 Certificate of Appropriateness - Staff Approval Waived
Certificate of Appropriateness - Landmarks Commission Waived Certificate of Administrative Approval Waived
Certificate of Compliance $2,781.03
Certificate of Economic Hardship $12,548.17
Coastal Zone Approval In Concept $167.73
Conditional Use Permit - All Others $16,667.46
Conditional Use Permit - Alcohol $8,374.10
Deed Restriction $1,852.50
Demolition Permits11 $1,441.22 plus actual historic consultant costs and applicable processing fee if
application for designation as a
Landmark or Structure of Meritis filed;
see footnote 11
Development Agreement (per hour-charged against an initial deposit of $50,000) $264.66 Development Review $28,490.99
Fence, Wall Hedge Height mod. (Discretionary) $2,901.10 Fence, Wall, Hedge Height mod. (Administrative) $1,010.31 Final Map $1,270.40
General Plan Amendment $33,241.95
Historic District Designation11 $2,215.90 plus actual historic consultant costs; see footnote 11
Landmark Designation11 $1,171.87 plus actual historic consultant costs; see footnote 11 for waiver information
Planning Lot Line Adjustment $2,781.03
Major Modification $6,716.24
Minor Modification $1,758.06
Minor Use Permit $5,131.28
Multiple Applications 100% Initial, 50%
thereafter
Occupancy Permit $1,868.43
Permit Extension - Administrative $335.46
Presubmittals $1,789.13
SB330 Preliminary Application $330.30
SB 9 Conformance Review $1,360.00
Shared Parking Permit $2,571.89
Structure of Merit11 $1,104.91 plus actual historic consultant costs; see footnote 11 for waiver information
Temporary Use Permit - All Others $1,062.89
Temporary Use Permit - Sales $455.75
Temporary Use Permit - Repeat Event $455.75
Tentative Map $5,448.16
Text Amendment Zone Change $33,241.95
Variance Application (including noise) $19,058.94
Waiver of Parcel Map $3,140.28
Waiver - Zoning Ordinance $6,584.96
Zoning Conf Review: Alcohol Determination $523.38

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Packet Pg. 307 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit A: Community Development - City Planning Division 2 of 2
Service
FY 2023-24
Fee Comments
Outdoor Dining - With no Barriers $447.28
Outdoor Dining - With Barriers $447.28
Zoning Conf Review: Zoning Compliance Letter $1,341.85
6409 Review - Telecom $1,140.42
General Plan Surcharge 7.3% of Permit
Business License Planning Review $101.18
Business License Planning Review: Home Occupation $50.59 Environmental Exemptions - Class 32 $19,265.63
Environmental Exemptions - TPP/Class 31 $4,281.24
Mitigated Negative Declaration - Negative Declaration $72,518.90 Environmental Noticing $3,657.63
Environmental Impact Report Review (per hour, deposit of 37% of consultant contract) $371.20 Traffic Study - Without Model Run $36,961.01
Traffic Study -With ModelRun $73,922.01
Mailing Label $159.75
Planning Plan Check, per plan (3 reviews) $1,098.68
Planning Plan Check, per hour (afterthree reviews) $223.64 Planning Plan Check, per hour - plan revisions,restamping plans, and permitrenewals $223.64 Planning Plan Check, per hour, plan checks not otherwise classified $223.64 Planning Plan Check, overthe counter $111.82
Travel Demand Forecasting Model (TDFM) 2.5% of Permit
Local Coastal Program Surcharge 0.65% of Permit
in the Coastal
Zone
Mills Act Contract Waived
NOTES

1. Planning fees are waived for Large Family Daycare and Child Care Center.

2. Affordable Housing Projects as defined by Zoning Ordinances are exempt.

3. In the case of projects requiring multiple permit applications that may be approved by the same entity,the fee forthe highest permit shall be

4. Non-administrative permit extensions shall be charged 50% ofthe fullapplication fee forthe permitto be extended.

5. Applications for ARB review of buildings, which include proposed signage and/or landscaping, shall be charged for the building review fee only.

6. A re-submittalfor ARB approval ofa design change shallbe processed with no fee charged unless a building permit has been issued forthe

7. Application fee refunds for withdrawn projects shall be processed as follows:

8. All planning fees for Administrative Approval applications shall be waived for designated landmark structures and structures identified as

9. All Certificate of Appropriateness fees for any alteration,restoration, or construction, in whole orin part,to a designated landmark orto

10. Permitfees related to Downtown Santa Monica, Inc's (DTSM) delivery of contracted services are waived per Council approval dated July 12, 2016.

11. If an application is filed to designate a property that is 40 years of age or older as a Landmark or Structure of Merit, while a demolition permit application is pending, the applicant for the Demolition Permit shall bear the actual costs of any historic consultant analyis and the applicable Landmark Designation or Structure of Merit application processing fee. The application processing fee for Landmark Designation and Structure of Merit shall be waived for Landmarks Commissioners and nonprofit organizations with documented tax‐exempt status.

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Packet Pg. 308 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit C: Department of Transportation - Mobility
Service FY 2023-24
Fee
Unit
Traffic Studies-each hour or fraction
Traffic/Parking Hourly Rate $ 250.76 per hour
Traffic Study Review-Non CEQA $ 274.71 per hour
Traffic Control Plan Review- Base Fee
Firsttwo reviews, per page $ 343.23
Third and subsequent reviews, per page $ 363.08
Over the Counter Plan Check:

Standard (2 reviews maximum) $ 384.21
Each additional review (after 2) $ 245.25
Standard Plan Check - Parking/Loading and Access:
0-2 Parking Spaces: < 7,500 sq ft $ 617.42
0-2 Parking Spaces: ≥ 7,500 sq ft $ 1,724.69
3-20 Parking Spaces $ 1,404.40
21-40 Parking Spaces $ 1,707.57
41-100 Parking Spaces $ 2,065.54
Each additional 100 Parking Spaces $ 1,387.31
Miscellaneous-each hour/fraction thereof:

Plan Checks - Not Otherwise Classified $ 256.90 per hour Plan Revisions $ 250.05 per hour
Permit Renewals $ 256.90 per hour
Excess Plan Checks - 3rd+ resubmittal $ 256.90 per hour Employee Annual Transportation Fee:

Employers with 10-49 employees filing a Workplace Transportation Plan1 $ 20.19 per employee Employers with 50+ employees filing either an Employee Trip Reduction Plan or Mobile Source Emissions Reduction Credit Plan $ 18.62 per employee Administrative Costs-each hour/fraction thereof:

Senior Transportation Planner $ 291.16 per hour
Transportation Planning Associate $ 246.03 per hour
Transportation Planning Assistant $ 222.64 per hour
Transportation Management Coordinator $ 267.85 per hour Traffic Engineer $ 313.88 per hour
Site Inspections - verify existing conditions - each $ 250.05 per hour Pre-Submittal Review $ 625.11
Temporary No Parking Sign Issuance $ 80.15 Per Issuance Temporary No Parking (each parking sign) $ 1.83 per sign House Moving $ 2,325.60
Oversized Load - One Way* $ 16.00
Oversized Load - Two Way* $ 32.00
Valet Permit - Annual $ 2,737.06
Valet Permit - Renewal $ 1,508.35
Valet Permit - One Day $ 823.78
Bike Racks $ 367.81
Block Parties $ 70.39
Permit - Auto Park $ 310.23
Sign Removal $ 222.97 per sign
Event Permit: Traffic Engineer $ 367.61 per hour
DeveloperInitial TDM Fee - Simple $ 508.40
DeveloperInitial TDM Fee - Complex $ 2,443.20
Developer Annual TDM Fee - Simple $ 367.97
Developer Annual TDM Fee - Complex $ 903.68
Roadway Closure Permit $ 332.36
Temporary Traffic Control Permit - Urgency Action (TTCP-UA)2 $ 449.03 Shared Mobility Device Public Right of Way Use Fee (per device) $ 0.21 pertrip Shared Mobility Device Pilot Program - Operator Fee $ 22,345.48 annually Shared Mobility Device Pilot Program - Per Device Fee $ 112.58 annually License Agreements, Covenants, Deed restrictions $ 873.50 Traffic Painter Crew Leader $ 186.65 per hour
Traffic Painter $ 151.41 per hour
Traffic Operations Supervisor $ 234.14 per hour
Lead Traffic Signal Technician $ 212.79 per hour
Traffic Signal Technician $ 193.46 per hour
Principal Traffic Engineer $ 372.58 per hour
Notes
* Fees not subject to the City's annual administrative revision and increase.

1. The names for the Employee Annual Transportation Fees have been updated to reflect Section 9.53.050 of the Municipal Code (added per Ordinance No. 2486 (CCS) adopted June 23, 2015). Reductions may be applicable pursuant to Santa Monica Municipal Code sections 9.53.050(A)(5) & (6).

2. Available only when necessary to accomplish goals concerning the urgent fulfillment of health and safety concerns within the public right-of-way. Applicability determined based on objective criteria on file with the City’s Civil Engineering Division.

C - 1

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Packet Pg. 309 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit H1 - Police
Service FY 2023-24
Fee
FY 2023-24
Unit
Permit-Entertainmentin Bar, Nightclub, Restaurant $ 52.73 Permit-Fire Arm Sales $ 52.73
Permit-Tow Truck Operator $ 52.73
Permit - all others required by code not listed $ 52.73 Local Records Check $ 28.45
Firearms Storage and Release $ 47.87
Massage Technician Permit - New $ 122.36
Massage Technician Permit - Renewal $ 81.71
Massage Establishment Permit $ 301.69
Second Hand Dealer Permit - New $ 425.57
SecondHand Dealer Permit- Renewal $ 402.26
Pawnbroker Permit- New $ 425.57
Pawnbroker Permit - Renewal $ 285.75
AlarmRegistration Fee $ 12.96
Police Report - Correct DR#, electronic copy No fee if correct DR number is provided.

DataCompilation Fee for Police Reports (unknown DR#) andother SMPD records - electronic copy
Actual Cost
Police Report - hard copy1 $ 0.20 per page
Digital Image Extraction or Compilation Actual Cost
Audio Extraction or Compilation Actual Cost
Video Extraction or Compilation Actual Cost
DataCompilation (per hour) $ 129.98
Vehicle impound & release $ 166.30
Police Billable Services (per hour) Actual Cost
Equipmentfees for special events and film permits-police horse $ 33.74 per day
Equipmentfees for special events and film permits-PD Vehicle $ 101.24 per day
Equipmentfees for special events and film permits-motor $ 67.50 per day
Equipmentfees for special events and film permits-command post $ 101.24 per day
Equipmentfees for special events and film permits-rescue boat (4 hour minimum charge)
$ 270.02 $33.72foreach
additional hour
Parking Citation Dismissal - Disabled Placard1 $ 25.00
Parking Citation Dismissal - Preferential R Permit2 $ 38.27 CCWPermit Application Fee3 $ 617.00
CCWRenewal Application Fee4 $ 25.00
Amended License Fee4 $ 10.00
Feesare per occurrence unlessotherwise noted.

Notes
1Fee not subject to the City's annual administrative revision and increase. 2Unless Vehicle Code section 40226 applies.
3Fee not subject to the City's annual administrative revision and increase. The $617 application fee has two components: (1) a non-refundable fee of $398 payable to My CCWat the time ofthe initial application, and (2) a $219 fee that would be collected by the City when the license is issued. 4Fee not subjectto the City's annual administrative revision and increase. As originally provided in Resolution No. 11511 and continued in this resolution, in the event that State law modifies or removes the statutory fee maximums applicable to these fees, City staff is authorized to charge a fee up to $457 for CCW Renewal Applications; and the Actual Costs for Amended License Fees, as permitted by State law, and without further action from the City Council after providing 60 days’ notice on the SMPD’s website of the increased fees.

H1-1

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Packet Pg. 310 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit J - Records and Election Services
Service FY 2023-24
Fee Unit
Domestic Partner Filing $ 24.35
Domestic Partner Notice of Revocation $ 14.30
Domestic Partner Amendment $ 14.30
Document Certification $ 22.67
Flash Drive Copy (For PRA) $ 5.36
Passport Execution Fee (plus Federal application fees)1 $ 35.00 Passports Photos1 $ 14.50
Public Records Act Copies1 $ 0.20 per page
Lobbyist Registration1 $ 95.00
Lobbyist Renewal/Amendment/Addendum1 $ 54.00
Election Filing Fee1 $ 25.00
Campaign Disclosure Statements (per page)1 $ 0.10 per page Passport Overnight Delivery Fee ActualCost
(passthrough
overnight
delivery fee)
Nomination Petitions - Every Additional Set (after the first two sets)1 $ 2.00 Nomination Packet for Non-Candidates or Candidates (after the first set)1 $ 45.00 Initiative Fee1 $ 200.00
Candidate Statement Fee: City Council and Rent Control Board1 $ 1,100.00 Candidate Statement Fee: College and School Board1 $ 1,200.00 Notes
1 Fees not subject to the City's annual administrative revision and increase.

J-1

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Packet Pg. 311 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit K: Miscellaneous
Service FY 2023-24
Fee
Returned Check Processing Fee (First NSF)1 $ 25.00
Returned Check Processing Fee (Subsequent NSF)1 $ 35.00 Returned Check Processing Fee (License Fees)1 $ 10.00
Tobacco Retailer License2
Moving Bus Stop $ 739.07
Duplicate Licenses1 $ 10.00
Performance Permit1 $ 37.00
Replacement of a Performance Permit1 $ 37.00
Pkg Citation Payment Plan - Enrollment Fee (Indigent)1 $ 5.00 Pkg Citation Payment Plan - Late Fee (Indigent)1 $ 5.00 Pkg Citation Payment Plan – Enrollment Fee (General Public)1 $ 25.00 Event Permit - Parking Manager $ 612.75
Event Permit - Parking Operations Specialist $ 310.38
Event Permit - Customer Service Supervisor $ 295.19
Parking Meter Pole Removal and or Installation $ 662.24 Parking Meter Head Removal and or Installation $ 399.76 Hourly Rate: Parking Manager $ 612.75
Hourly Rate: Principal Administrative Analyst $ 438.61
Hourly Rate: Parking Operations Specialist $ 310.38
Hourly Rate: Customer Service Supervisor $ 295.19
Hourly Rate: Parking Permits Assistant $ 220.59
Notes
1 Fees not subject to the City's annual administrative revision and increase. 2The Tobacco Retailer License fee has been suspended until June 30, 2026 to lessen the burden on retailers during the pandemic and to review the ongoing costs of the program in light of existing and future grants. The fee will be in force automatically on July 1, 2026.

K-1

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Packet Pg. 312 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit L - Public Works: Office of Sustainability and the Environment Service FY 2023-24
Fee Unit
Urban Run-Off Mitigation Onsite Inspection
- per property, includes 2 inspections
$ 183.32
Urban Run-Off Mitigation Onsite Inspection
- per additional inspection
$ 60.10
Landscape & Irrigation Onsite Inspection (SF/MF) $ 282.48 Landscape & Irrigation Onsite Inspection (Comm/MU/Inst) $ 399.69 Landscape & Irrigation Plan Check (SF/MF) $ 360.63
Landscape & Irrigation Plan Check (Comm/MU/Inst) $ 450.79 EV User Fee (Summer: June 1 - September 30) $ 0.35 per kWh EV User Fee (Winter: October 1 - May 31) $ 0.31 per kWh Community Gardens - Annual Permit (Renewal) - Small(less than 150 Sq. Ft)1 $ 100.00 Community Gardens - Annual Permit (Renewal) - Medium(150-249 Sq. Ft.)1 $ 150.00 Community Gardens - Annual Permit (Renewal) - Large 250 Sq Ft. and Larger1 $ 200.00 NOTES
1 Fees are not subject to the City's established annual administrative revision and increase. Fees for the Community Garden - Annual Permits are prorated from a flat fee based on the month the permit is initially issued as follows:
a. First Quarter: July - September: The amount noted on the fee schedule shall apply. b. Second Quarter: October - December: 75% of the amount noted on the fee schedule shall apply. c. Third Quarter: January - March: 50% of the amount noted on the fee schedule shall apply. d. 4th Quarter: April - June: 25 % of the amount noted on the fee schedule shall apply.

Garden plots are permitted to Santa Monica residents only in accordance with conditions set forth in the Community Gardens Permit Agreement.

L-1

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Packet Pg. 313 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit N - Department of Transportation: Pedicabs
Service Fee as of 7/1/23 Unit
New & Renewal Operators Permit Fee1 $ 263.27
Pedicab Vehicle Decal Permit Fee:

New pedicab vehicle permit fee $ 151.21
Transfer pedicab vehicle permit fee $ 151.21
Renewal pedicab vehicle permit fee $ 68.84
Replacement pedicab vehicle permit fee $ 48.59
Pedicab vehicle re-inspection fee $ 37.79
Pedicab Beach Bike Path Decal $ 18.29 per decal
1 Fee is suspended until further notice.

N-1

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Packet Pg. 314 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit O – Recreation and Arts
(formerly Community Services) Program Fees
Fees as of 7/1/23. Per the resolution, fees in this exhibit are not subject to the annual administrative revision and increase unless otherwise noted.

Programs O - 1
A. Community Aquatics:
(1) Recreational and Fitness Swim
Youth1 Adult2 Senior/Student3 Family4
Daily Use
- Residents $2.00 $4.50 $2.25
- Non-Residents $4.00 $9.00 $4.50
Family Use (per day)
- Residents n/a n/a $10.25
- Non-Residents n/a n/a $20.50
Swim Pass (20 swims per pass)
- Residents $25.00 $68.25 $37.50
- Non-Residents $50.00 $137.00 $75.00
1Youth (17 years and under)
2Adults (18 years – 59 years)
3Others: Seniors (60 years and over); Students (18 years or older attending high school, college or trade school full-time with I.D.)
4Family (up to 2 adults and 2 children, additional children admitted at swim center rate) Available Friday night, Saturday and Sunday
(2) Adult and Youth Group Swim Lessons:
a) Residents $53.00 per session
b) Non-residents $105.00 per session
(3) Youth Semi-Private Swim Lessons:
a) Residents $91.00 per session
b) Non-residents $183.00 per session
(4) Specialty Classes: Resident Non-Resident
a) Junior Lifeguard Program $132.00 $166.00
b) Lifeguard Training $221.00 $259.00
c) Water Safety Instructor $275.00 $313.00
d) Diving & Water Polo $ 106.00 $210.00
(5) Aquatics Supplies Fees: Fees will be assessed to cover the actual cost of the items and a portion of administrative expenses.
(6) Shark Youth Swim Team:
a) Residents $144 per session
b) Non-residents $202 per session
*$5.00 Material Fee for Sharks
(7) Fitness Classes: Fees for Shallow or Deep Water Wet Workout/Aqua Aerobics and Fitness Classes
Resident Non-Resident

12.A.f
Packet Pg. 315 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit O – Recreation and Arts
(formerly Community Services) Program Fees
Fees as of 7/1/23. Per the resolution, fees in this exhibit are not subject to the annual administrative revision and increase unless otherwise noted.

Programs O - 2
a) Adult $ 6.00 $12.00
b) Adult Fitness Class Pass* $53.00 $105.00
c) Senior/Student $ 3.00 $ 6.00
d) Senior/Student Fitness Pass* $27.00 $53.00
*Passes are good for 10 classes, and are non-refundable, non-transferable and non-interchangeable. (8) Aquatics Staffing Fee:

Aquatic Staffing fees shall be billed to the applicant in 30-minute increments for each staff on duty for the duration of the reservation. Fees for staff services are charged to the organization(s) utilizing aquatics facilities outside normal operating hours. Staffing fees are billed in addition to lane rental fees.

Staffing Fee
Hourly
Rate
Swim Instructor/Lifeguard $21.69
Chief Pool Lifeguard $26.37
Guest Services Assistant $24.12
Aquatics Program Coordinator $32.98
* The number of City Aquatic Staff required for an activity or event shall be based on the City’s Aquatics Supervision Standards and may require additional program, facility, or maintenance personnel due to the size or nature of the event. Lifeguard services are defined as on-deck supervision of water activities by City lifeguards. This will be determined at the time of application approval. **This fee may be divided if there are two or more permittees utilizing the facility at one time. ***Permits outside of regular operating hours must be a minimum of 2 hours, with the exception of those permits that are in conjunction with/adjacent to current operating hours.

B. Community Activities:

Gym User Fee: The fees charged for gym use shall help offset the cost of staffing, lights, maintenance and equipment, and shall be as follows:

Youth Adult1 Seniors2
Daily Use Pass
- Resident $1.50 $3.00 $1.50
- Non Resident $1.50 $4.50 $3.00
Quarterly Passes
- Resident $15.00 $33.00 $16.00
- Non Resident $20.00 $40.00 $20.00
1Adults (18-49 years old)
2Seniors (50 and older)
****The hourly rates for staff are subject to the annual administrative revision and increase.

12.A.f
Packet Pg. 316 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit O – Recreation and Arts
(formerly Community Services) Program Fees
Fees as of 7/1/23. Per the resolution, fees in this exhibit are not subject to the annual administrative revision and increase unless otherwise noted.

Programs O - 3
C. Tennis Court Reservation Rate: City park and Santa Monica High School Courts when used by the City pursuant to agreements with the Santa Monica-Malibu Unified School District are reserved. (1) Resident Hourly rates (payable in advance) $4.00 per hour, per person, per court Non-resident Hourly rates $5.00 per hour, per person, per court (2) Resident Quarterly passes are valid for 91 days from the date of purchase:
a) Youth (17 years and under) $22.00
b) Adults (18 years – 59 years) $65.00
c) Seniors (60 years and over) $22.00
(3) Resident Tennis Reservation Cards $14.00
(4) No Show Fee $4.00 per hour
No Show Fee (instructors) $8.00 per hour
(no shows or cancellation less than 24 hours in advance of scheduled time) (5) Independent Instructor court fee:

Number of students: 1-3 $17.00 per hour
$ 8.75 per ½ hour
Number of students: 4-7 $25.00 per hour
$12.50 per ½ hour
Group lessons of more than 4 are only allowed through the City’s Community Programs Division.
(6) Santa Monica – based Private Schools $11.00 per hour per court (7) Santa Monica –based Non-Profit Organizations $11.00 per hour per court waived for youth organizations
(8) Ball Machine Fee $14.00 per hour
D. Camp Programs:

Day/Sports Camps
- Resident Full Day $450
- Resident Half day $280
- Non Resident Full day $500
- Non Resident Half day $310
- Extended Care $70
E. SM Adaptive Recreation and Sports Social Programs: A fee will be assessed to cover the direct cost of the activity.

F. Adult Sports Leagues: A fee will be assessed to cover costs for supplies and a portion of

12.A.f
Packet Pg. 317 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit O – Recreation and Arts
(formerly Community Services) Program Fees
Fees as of 7/1/23. Per the resolution, fees in this exhibit are not subject to the annual administrative revision and increase unless otherwise noted.

Programs O - 4
administrative expenses. Officiating fees are additional and paid directly to officials.

Team Fee per Season Residents
Residents / SM
Workers
NonResidents
Basketball $354 $401 $441
Volleyball $268 $307 $334
Softball – Men’s $500 $579 $648
Softball – Women’s $420 $483 $546
Softball – Co-ed $477 $548 $617
Softball – Tournament $241 $272 $305
Registration Priority and Definitions
1) Resident Teams – At least 60% of players must live in Santa Monica 2) Residents/SM Workers – At least 60% of players must live or work in Santa Monica. 3) Non-Resident Teams – Less than 60% of players live or work in Santa Monica G. Drop-in Soccer Program: The fees charged for field use shall help offset the cost of staffing, lights, maintenance and equipment, and shall be as follows:

Youth Adult1 Seniors2
Daily Use Pass
- Resident $1.00 $3.00 $1.00
- Non Resident $1.00 $5.00 $2.00
1Adults (18-49 years old)
2Seniors (50 and older)
H. Skate Park Fees: A fee will be assessed to cover supplies and a portion of administrative expenses.

One-Time Registration Youth Adult
- Resident $10.00 $15.00
- Non Resident $10.00 $16.50
Daily Pass
- Resident Skate Park & BMX $3.00 $5.00
- Non-Resident Skate Park & BMX $5.00 $5.50
Quarterly Pass1
- Resident Skate Park $20.00 $35.00
- Non-Resident Skate Park $20.00 $38.50
- Resident BMX $10.00 $20.00
- Non-Resident BMX $10.00 $25.00
Annual Pass
- Resident Skate Park $80.00 $140.00
- Non Resident Skate Park $80.00 $154.00
- Resident BMX $35.00 $75.00
- Non-Resident BMX $35.00 $95.00

12.A.f
Packet Pg. 318 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit O – Recreation and Arts
(formerly Community Services) Program Fees
Fees as of 7/1/23. Per the resolution, fees in this exhibit are not subject to the annual administrative revision and increase unless otherwise noted.

Programs O - 5
1 Valid 91 days from date of purchase
I. Memorial Park Fitness Room Fees
(1) $ 4.00 per entry residents
(2) $ 6.00 per entry non-residents
(3) $26.00 4 week pass – resident
(4) $35.00 4 week pass – non-resident
(5) $ 2.00 Seniors - per entry residents
(6) $ 3.00 Seniors - per entry non-residents
(7) $13.00 Seniors - 4 week pass – resident
(8) $17.00 Seniors - 4 week pass – non-resident
(9) $11.00 per hour personal training permit (1-2 clients) (10) $ 5.00 per ½ hour personal training permit (1-2 clients) J.Activity Passport Replacement Card
(1) $ 1.00 Residents
(2) $ 2.00 Non-Residents
(3) $ 1.00 Employee Fitness Pass
K. Pickleball
(1) $3.00 Residents
(2) $5.00 Non-Residents
L. Community Classes Administration Fee
$5.50 per class registration
NOTES:

Administrative, registration, and materials fees may be assessed for all social service, recreation and community programs, classes and services that are listed.

Fees to be charged for social service, recreation and community programs which are not listed shall be determined by the Housing and Human Services Director or Recreation and Arts Director and shall be based upon the costs incurred in providing the program.

Fee reductions, waiver, or reasonable and customary payment plans may be approved administratively to promote community access to special events and other social and recreational programming.

Beach parking fees will be waived:

A. For registered participants of City classes occurring at the beach and Ocean View Tennis Courts for the duration of the class.

B. To allow time for drop-off and pick-up of registered participants of City youth camps occurring at the beach.

C. For City-authorized contractors and their employees while conducting City activities at the beach and Ocean View Tennis Courts.

12.A.f
Packet Pg. 319 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Sports Facilities Rental Charges
Exhibit P3a: Recreation and Arts (formerly Community Services) Rental Fees as of 7-1-23. Fees in this exhibit are not subject to the annual administrative revision and increase-unless otherwise noted.

Categories
Fields, Gymnasium, Basketball and Beach Soccer & Volleyball Courts, Concession Stands and Storage Fees Per Hour
Field Rentals Effective 7/1/23
Memorial Gym Effective
7/1/23 Outdoor Basketball
Low Court Effective 7/1/23
Intensity *
High
Intensity ** Lights Half Full
Residents:

Youth Groups $ 2.00 $ 4.00 $ 4.00 $ 52.00 $ 94.00 $ 13.00 Non-Profit Organizations, Private Schools,and
Community Groups/Individuals $ 16.00 $ 24.00 $ 16.00 $ 52.00 $ 94.00 $ 13.00 Camps $ 33.00 $ 40.00 $ 33.00 n/a n/a $ 36.00
Non-Residents
Youth Groups $ 4.00 $ 8.00 $ 7.00 $ 76.00 $ 134.00 $ 16.00 Non-Profit Organizations, Private Schools, NonResidents Public Schools and Community Groups/Individuals $ 24.00 $ 33.00 $ 24.00 $ 76.00 $ 134.00 $ 16.00 Camps $ 40.00 $ 49.00 $ 39.00 n/a n/a $ 73.00
Field Rental Late Cancellation or No Show Penalty
All permittees; no show or cancellation within 3 days
(72 hours) priorto their permitted time or donot
show up for their permitted time.
$25per hour penalty fee forpermitted
time
Beach Volleyball & Soccer Courts FY 2022-23 FY 2023-24 FY 2024-25 Per Court Schools/Non-Profits/Community $ 11.00 $ 11.00 $ 11.00 per hour Commercial -Seasonal Use $ 16.00 $ 16.00 $ 16.00 per hour Commercial - Occasional Use $ 33.00 $ 33.00 $ 33.00 per hour Tournament Rate $ 26.00 $ 26.00 $ 26.00 per day

1. The Artificial Turf Staffing Fee at Airport Park will continue to be waived for SM Public Schools (K - 12). For all other groups, an hourly staffing fee of $33.61 (FY 2023-24 rate) will be assessed for usage of all artificial turf and natural grass fields (FSAC groups only, depending on seasonal demand).

2. Staffing fees shall be subject to the annual administrative increase set forth in this resolution. * Low Intensity sports include baseball, softball, kick-ball ** High Intensity sports include soccer, football, rugby, field hockey, lacrosse, frisbee The above field rental fees are in effect for the following field locations during the hours indicated:

Clover Park 8:00am - 10:00pm
2600 Ocean Park Blvd. daily
Marine Park
1406 Marine Street
8:00am - 10:00pm
daily
Memorial Park 8:00am - 10:00pm
1401 Olympic Blvd. daily
Gandara Park (no lights)
1819 Stewart Street
8:00am - dusk
daily
Los Amigos (no lights) 3:00pm - dusk
500 Holister Avenue school yr, weekdays
John Adams Middle School
16th and Ocean ParkBlvd.
5:00pm - 10:00pm
school yr, weekdays
8:00am - 10:00pm
weekends & school breaks
8:00am - 10:00pm
weekends & Summer
Airport Park 8:00am - 10.30pm
3201 Airport Park Drive daily
Franklin Elementary
2400 Montana Avenue
9:00am - dusk
Saturdays
Grant Elementary 9:00am - dusk
2368 Pearl Street Saturdays
Roosevelt Elementary
801 Montana Avenue
9:00am - dusk
Saturdays
McKinley Elementary 9:00am - dusk
2401 Santa Monica Blvd. Saturdays
Rogers Elementary
240114th Street
9:00am - dusk
Saturdays
Lincoln Middle School; 5pm-10pm school yr, weekdays
1501 California Ave. 8am-10pm weekends & school breaks
Historic Belmar Park 8:00am - 10:30pm
1840 4th Street daily
Edison Elementary 9:00am - dusk
2402 Virginia Ave. Saturdays
Beach Volleyball Court Locations
Ocean View South: 2600 Barnard Way adjacent to 1150PCH:adjacentto Parking Lot 3 OceanView North: 2400BarnardWay adjacentto Parking Lot 4 1640 Appian Way: adjacent to Parking Lot 1
810PCH(Sorrento):adjacentto Parking Lot 8
445 PCH: adjacent to Parking Lot 10
P3a-1

12.A.f
Packet Pg. 320 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit P3b: Recreation and Arts (formerly Community Services) Sports Facilities Rental Charges - Field Concession Stands /Storage Rental Fees as of 7-1-23
Concession Stands
Memorial Park and Los Amigos Park
Youth Sports Groups holding seasonal permits.

FY 2023-24 Rental Rate: $471.79 per month
Rental Rate not applicable for City programs.

Storage Facilities
Storage Facilities can be found at the following parks and school sites:

Parks School sites
Los Amigos Franklin Elementary
Memorial Grant Elementary
Clover Roosevelt Elementary
Gandara John Muir Elementary
Marine Rogers Elementary
Airport
Historic Belmar
Youth Sports Groups and Private Schools holding seasonal permits FY 2023-24 Rental Rate: $1.25 per square foot per month Rental Rate not applicable for City programs.

NOTES:

1. Storage areas and square footage are stated on the Field Storage sheet.

2. Concession and storage charges shall be subject to the annual administrative increase set forth in this resolution.

3. Groups may be permitted use of storage facilities and concession stands only during seasonal permit time for the permitted sport. User may be required to share with other organizations and not have exclusive use.

P3b-1

12.A.f
Packet Pg. 321 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit Q: Recreation and Arts (formerly Community Services) - Beach House

BEACH HOUSE
Q-1
Rental Use Fees as of 7-1-23. Fees in this exhibit are not subject to the annual administrative revision and increase.

FY 2023-24
BeachHouse Parking $12.00 per day
BeachHouse Parking $3.00 per hour

1. The rates to be charged for parking at the Beach House shall be fixed by the City Manager from time to time, but in no event shall exceed twelve dollars ($12.00) per day or three dollars ($3.00) per hour.

2. Use ofresidential parking permits is prohibited.

3. Disabled Placards and Senior Beach Parking passes will be accepted for day use parking atthe Beach House.

4. The Beach House parking lots are hereby excluded from Resolution Number establishing parking rates for beachparking lots in Santa Monica.

Beach House Community Use Fees
The following fees are established for recreational facilities, services, programs, and classes. These fees may be updated periodically to reflect changes in the cost of living as measured by the growth of total city compensation.

ACTIVITIES
Pool Passes - Summer & Pop-Up Pool Days
Adult $10.00 per day
Senior Adult (60+) $5.00 per day
Youth (1-17) $4.00 per day
Children Under12 Months Free per day
Pool Passes - Sunset Swim
Adult $10.00 per day
Senior Adult (60+) $5.00 per day
Event Fee $20.00

CLASSES
Costper
Series
# of Sessions
per Series
Single Session/
Drop-in Rate
Semi-Private Swim Lessons $110.00 4 Sessions N/A
Aqua Aerobics N/A $11.00
Paddleboard Lessons N/A $45.00
Floating Fitness N/A $20.00
Volleyball - Youth $120.00 4 Sessions $40.00
Volleyball - Adult $120.00 4 Sessions $40.00
EliteVolleyball Camp $350.00 5 Sessions $70.00
Yoga $100.00 5 Sessions $20.00
Bounce $320.00 8 Sessions $40.00

RENTALS
ACBH Court Reservations - Volleyball/Tennis/Soccer (Year-Round) Community Groups/Individuals $15.00 per hour
Non-Profit Organizations/Schools $15.00 per hour
Commercial - Occasional Use $33.00 per hour
Commercial - Seasonal Use $16.00 per hour
Camp $35.00 per hour
Tournament $26.00 per day
Walk-up: FirstCome, First Served Free
ACBH Canopy Reservations (Summer) $60.00 4 hours
Paddleboard Rentals (Year-Round) $45.00 2 hours
$65.00 4 hours
To maximize the public access and enjoyment of the pool or other amenities, the Director may authorize from time to time temporarily or seasonally discounted fees. Such discounts may be made available to the public without preference or bias to any user group.

12.A.f
Packet Pg. 322 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit Q: Recreation and Arts (formerly Community Services) - Beach House

BEACH HOUSE
Q-2
Beach House Facility Rental and Use Charges
(1) When instruction and other services are provided by a contract instructor, the fees charged for recreation and community programs at the Beach House shall be based on the cost of the contract plus administration and shall be no more than is reasonably necessary to cover the cost of the goods and services provided, plus administration. (2) When provided by the City, fees charged for recreation and community programs shall be determined by the Recreation and Arts Director or the Housing and Human Services Director. (“Director”) and shall be based on the costs incurred in providing the program, plus administration.
(3) A registration and/or materials fee may be assessed for programs, classes and services offered at the BeachHouse.

Beach House Facility Rental and Use Charges
(1) The Director shall establish and update from time to timeFacility Rental and Use Charges for private events or commercial filming that are commensurate with current market rates for comparable venues. (2) To maximize facility use by the public and revenue return to the City, the Director may fix any given rentalrate at his or her discretion provided that such rate is commensurate with marketrate for such rentals. (3) Charges for up to 25% of certain classes of private rentals may be reduced by up to 50% for non-profit 501(c)3 organizations.

The Director shall establish and update from time to time the eligibility standards for this discount. The standards shall ensure that such discount opportunities are allocated fairly and without bias, shall specify the type of uses permitted, and shall list the facilities available.
(4) Charges for certain private rentals may be reduced by up to 50% for governmental agencies. The Director shall establish and update from time to time the standards for this discount. The standards shall ensure that such discount opportunities are allocated fairly and without bias, shall specify the type of uses permitted, and shall list the facilities available. (5) The Director may establish additional charges for goods and services associated with facility rentals at marketrates, including but not limited to:
a. Security staffing and services
b. Parking attendant and services
c. Cleaning and trash removal services
d. Event production and management services
e. Furnitureor equipmentrentals
(6) In accordance with industry standard practice, the Director may charge to the renter a percentage of gross receipts for all outside vendor contracts for services provided on-site during the facility rental. (7) The Director may require a deposit or other security prior to issuance of a Facility Rental Agreement or Commercial Filming Permit. The policy regarding the amount of deposit and deposit return shall be established by the Director and revised from time to time in accordance with standard industry practices.
(8) With Council approval, the City Manager may prepare a contract for facility rental management services in accordance with all applicable City, state, and federal laws. Any such contract shall be let. Such Contractor shall adhere to the fees and charges established in this Resolution. Additional fees or charges to cover the cost of services provided by the Contractor may be assessed upon written authorization by the City Manager.

NOTES:

Fees and charges imposed for the use of Beach House facilities and services but not listed in this resolution shall be determined by the Director. Fees shall be based on the costs incurred in providing the facility or service, and charges shall be based on market conditions.

Beach House fee reductions or waivers may be approved administratively to promote community access to special events and other social and recreational programming.

12.A.f
Packet Pg. 323 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit U: Recreation and Arts (formerly Community Services) Commercial Fitness or Athletic Instruction, Classes or Camps at City Parks and at the Santa Monica Beach
Authorized By Resolution No. (CCS)
Permit Fee
Commercial Fitness or Athletic Instruction, Classes or Camps Permit Permit fee if a Request for Proposal process, lottery or other allocation process is required.

Notes:

1. All permits expire December 31st of each year, regardless of date issued.

2. Permit fees shall be subject to the City’s annual administrative revision and increase set forth in this resolution.

3. No more than 15 small and 15 medium or large permits may be issued for Palisades Park. A Request for Proposal process, lottery or other allocation process will be used to issue permits if applications received during the priority registration period exceed availability.

4. These permit fees do not apply to surf instruction for compensation and commercial. groups requiring a Youth Group Beach/Water Activity Permit.

Quarterly Use Charge
In addition to a Permit Fee, Permittee shall pay a quarterly flat rate use charge as indicated below. Charges are determined by the number of participants in the group and vary depending upon the park and/or beach location. The following charges are based on a calendar year quarter and are not pro-rated or refundable:

General Parks and Beach Quarterly
Small group size (not more than 2)
Medium group size (not more than 10)
Large group size (more than 10)
Palisades Park & Beach Parks Quarterly Use Charge
Small group size (not more than 2)
Medium group size (not more than 10)
Large group size (more than 10)
Note:

General Parks and Beach includes Airport Park, Clover Park, Douglas Park, Gandara Park, Hotchkiss Park, Marine Park, Memorial Park, Reed Park, Stewart Street Park, Tongva Park, Virginia Avenue Park
Palisades Park & Beach Parks includes: Palisades Park, Ocean View Park, Beach Green, Barnard Way Linear Park, Beach Park #1, Crescent Bay Park, and South Beach Park Commercial Fitness/Athletic Instruction U-1
Fee
FY2023-24
$ 130.57
$ 195.86
$ -
$ -
$ -
$ 468.00
$ 936.00
$ 1,404.00

12.A.f
Packet Pg. 324 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit T - Library
T-1
1 of 2
Service FY 2023-24
Fee
Interlibrary Loan Request (plus Lending Library Charges, if any) $ 5.00 Replacement of Lost Adult Library Card $ 2.00
Replacement of Lost Children's Library Card $ 1.00
Black & White Copy or Print $ 0.15
Color Copy or Print $ 0.50
11 x 17 Copy or Print $ 0.30
Internet session for extra time orthose without Library cards $ 2.00 Image Archives High Resolution Electronic Files & Reprints $ 20.00

MEETING ROOM RESERVATION RATES
Room Rental Cancellation Fee $ 25.00
Technology Package Fee $ 38.00
Depositfor MLK, Jr Auditorium $ 250.00
Deposit for all other meeting rooms $ 100.00
Main Library, 601 Santa Monica Blvd
Martin Luther King, Jr. Auditorium & Reception Room Use Martin Luther King, (MLK) Jr. Auditorium Rental (2 Hour Minimum) $ 160.00 Each Additional Hour $ 80.00
Piano Use $ 100.00
Security Staffing Fee Per Hour or Portion Thereof for use of Martin Luther King, Jr. Auditorium outside operating hours $ 70.00
Kitchen Use Per Hour or Portion Thereof $ 50.00
Multipurpose Room
Multipurpose Room Rental (2 Hour Minimum) $ 120.00
Each Additional Hour $ 60.00
Kitchen Use Per Hour or Portion Thereof $ 50.00
Community Meeting Room
Rental (2 Hour Minimum) $ 60.00
Each Additional Hour $ 30.00
Kitchen Use Per Hour or Portion Thereof $ 50.00

12.A.f
Packet Pg. 325 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit T - Library
T-1
2 of 2
Service FY 2023-24
Fee
Fairview Branch Community Room, 2101 Ocean Park Blvd.

Fairview Branch Comm Room Rental (2 Hour Minimum) $ 60.00 Each Additional Hour $ 30.00
Security Staffing Fee Per Hour or Portion Thereof for use of branch meeting room outside operating hours $ 35.00
Montana Avenue Branch Community Room, 1704 Montana Avenue Montana Ave Branch Comm Room Rental (2 Hour Minimum) $ 60.00 Each Additional Hour $ 30.00
Security Staffing Fee Per Hour or Portion Thereof for use of branch meeting room outside operating hours $ 35.00
Ocean Park Branch Community Room, 2601 Main Street
Ocean Park Branch Comm Room Rental (2 Hour Minimum) $ 60.00 Each Additional Hour $ 30.00
Security Staffing Fee Per Hour or Portion Thereof for use of branch meeting room outside operating hours $ 35.00
Pico Branch Annex, 2201 Pico Blvd.

Pico Branch Annex Rental (2 Hour Minimum) $ 60.00
Each Additional Hour $ 30.00
Security Staffing Fee Per Hour or Portion Thereof for use of branch meeting room outside operating hours $ 35.00
Kitchen Use Per Hour or Portion Thereof $ 25.00
*These fees are not subject to the annual administrative revision and increase.*

12.A.f
Packet Pg. 326 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit V - PublicWorks: Cemetery
V - 1
Service Effective
7-1-23
Ground Burial
Adult Grave (Single-Interment) $ 12,652.43
Adult Grave (Double Interment) $ 20,158.11
Adult Grave (Double-Interment Privilege) $ 12,652.43
Adult Green Burial Grave (Single-Interment) $ 14,580.43 Place Ashes in Existing Green Burial Plot $ 1,265.24
Infant Grave $ 658.75
Cremation Grave (Single) $ 6,218.99
Cremation Grave (Double) $ 10,507.95
Cremation Grave (Multiple Interment Privilege) $ 6,218.99 Cremation Green Burial Grave $ 11,684.19
Place Ashes in Existing Full Size Grave (Multiple Interment Privilege) $ 1,265.24 Crypt Spaces
Crypt (Single) Row 1 $ 18,723.16
Crypt (Single) Row 2 $ 20,803.50
Crypt (Single) Row 3 $ 20,803.50
Crypt (Single) Row 4 $ 18,723.16
Crypt (Single) Row 5 $ 11,788.64
Crypt (Single) Row 6 $ 10,401.74
Crypt (Single) Row 7 $ 10,401.74
Crypt (Double) Row 1 $ 26,628.49
Crypt (Double) Row 2 $ 33,563.00
Crypt (Double) Row 3 $ 33,563.00
Crypt (Double) Row 4 $ 26,628.49
Crypt (Double) Row 5 $ 19,693.99
Crypt (Double) Row 6 $ 18,307.09
Crypt (Double) Row 7 $ 18,307.09
Couch Crypt Row 1 $ 26,628.49
Couch Crypt Row 2 $ 33,563.00
Couch Crypt Row 3 $ 33,563.00
Couch Crypt Row 4 $ 26,628.49
Couch Crypt Row 5 $ 19,693.99
Couch Crypt Row 6 $ 18,307.09
Couch Crypt Row 7 $ 18,307.09
Place Ashes in Existing Crypt Interment Privilege $ 1,265.24 Niches
(Arbor View - Outdoor Niches)
Row 1 $ 3,605.93
Row 2 $ 5,270.20
Row 3 $ 5,547.59
Row 4 $ 5,547.59
(Faith)
Small Marble $ 1,672.36
Marble $ 2,219.02
Small Glass - 11.5" L x 11"W x 6.5" H $ 3,135.65
Medium Glass - 11.5" L x 11"W x 14" H $ 6,062.30
Large Glass - 23.5" L x 11"W x 14" H $ 8,292.11

12.A.f
Packet Pg. 327 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit
V- PublicWorks: Cemetery V - 2
Service Effective 7-1-23
(Hope)
Small Marble$ 1,672.36
Marble$ 2,219.02
Small Glass- 11.5"Lx 11"Wx 6.5"H$ 3,135.65
Medium Glass- 11.5"Lx 11"Wx 14"H$ 6,062.30
Large Glass- 23.5"Lx 11"Wx 14"H$ 8,292.11
(Sanctuary of Devotion)
Large 26 inch (Outside View) Rows3-5$ 16,970.83
Large 26 inch (Outside View) Rows6-8$ 14,693.67
Large 23 inch$ 8,863.88
Large 20 inch (Outside View)$ 11,255.86
Corner$ 7,898.77
Medium Rows1-6$ 5,627.92
Medium Rows7-8$ 5,091.74
(Library of Living Memories)
Marble (rows1-15)$ 2,219.02
Marble (rows 16-20)$ 1,872.30
Small Glass- 11"Lx 11.5"Wx 7"H$ 3,135.65
Medium Glass- 11"Lx 11.5"Wx 15"H$ 6,062.30
Medium-Large Glass- 17"Lx 11.5"Wx 15"H$ 7,177.21
Large Glass- 22.5"Lx 11.5"Wx 15"H$ 8,292.11
Extra Large Glass- 35"Lx 11.5"Wx 15"H$ 22,845.35
(Heavenly Gate)
Marble$ 2,219.02
Small Glass Top3 Rows$ 3,135.65
Medium Glass$ 6,062.30
Large Glass$ 8,292.11
(Precious/Cherish)
Marble$ 2,219.02
Small Glass- 14"Lx 11.5"Wx 7"H$ 3,135.65
Medium Glass - 12"L x 11.5"W x 14"H$ 6,062.30
Medium Glass - 14.5"Lx 11.5"W x 14"H$ 6,271.30
Large Glass- 24.5"Lx 11.5"W x 14"H$ 8,292.11
Extra Large Glass- 30"Lx 11.5"W x 14"H$ 19,581.73
(MausoleumP Niches)
Small Marble$ 1,672.36
Marble$ 2,219.02
(MausoleumU Niches)
Small Marble$ 1,672.36
Marble$ 2,219.02
Large Marble$ 4,438.04
Small Glass- 11.25"Lx 11.75"Wx 6.25"H$ 3,135.65
Medium Glass- 11.25"Lx 11.75"Wx 13.75"H$ 6,062.30
Large Glass- 23.5"Lx 11.75"Wx 13.75"H$ 8,292.11
(MausoleumV Niches)
Small Marble Niche$ 1,672.36
Marble Niche$ 2,219.02

12.A.f
Packet Pg. 328 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit V - PublicWorks: Cemetery
V - 3
Service Effective
7-1-23
(Mausoleum W Niches)
Small Marble Niche $ 1,672.36
Marble Niche $ 2,219.02
Large Marble Niche $ 4,438.04
Small Glass - 11.25"L x 11.75"W x 6.25"H $ 3,135.65
Medium Glass - 11.25"L x 11.75"Wx 13.75"H $ 6,062.30
Large Glass - 23.5"L x 11.75"W x 13.75"H $ 8,292.11
Bayview (Newly developed cremation niche spaces 2011)
(Bay View Columbarium Entry) Single (A,B,C,D,E,O)
Row 7 $ 3,467.24
Row 6 $ 5,547.59
Row 5 $ 5,824.96
Row 4 $ 6,102.35
Row 3 $ 6,102.35
Row 2 $ 5,824.96
Row 1 $ 4,160.69
(Bay View Columbarium Entry) Wide Single (H,S,U)
Row 6 $ 8,321.39
Row 3 $ 9,153.53
Row 2 $ 8,737.47
Row 1 $ 6,241.04
(Bay View Columbarium Entry) Double (L)
Row 6 $ 11,095.20
Row 5 $ 11,649.94
Row 4 $ 12,204.71
Row 3 $ 12,204.71
Row 2 $ 11,649.94
(Bay View Columbarium Entry) Double (M, Outside Glass)
Row 6 $ 12,482.10
Row 5 $ 13,036.86
Row 4 $ 13,591.61
Row 3 $ 13,591.61
Row 2 $ 13,036.86
(Bay View Columbarium Entry) Feature (R)
Row 4 $ 31,343.96
(Bay View Columbarium Entry) Single (T) Outside Glass
Row 6 $ 6,241.04
Row 5 $ 6,518.41
Row 4 $ 6,795.80
Row 3 $ 6,795.80
Row 2 $ 6,518.41
Niches (Bay View Columbarium Entry) Feature (P)
Row 4 $ 23,854.70
Row 3 $ 23,854.70
Row 2 $ 23,854.70
(Bay View Columbarium Entry) Feature (K)
Row 3 $ 43,548.70

12.A.f
Packet Pg. 329 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit V - PublicWorks: Cemetery
V - 4
Service Effective
7-1-23
(Bay View Columbarium Entry) Wide Single Angle Corner (G,H) Row 7 $ 5,478.23
Row 6 $ 8,598.78
Row 5 $ 9,014.84
Row 4 $ 9,430.92
Row 3 $ 9,430.92
Row 2 $ 9,014.84
Row 1 $ 6,518.41
(Bay View Columbarium Vault) (Elevations 4,9)
Row 7 $ 3,189.86
Row 6 $ 5,270.20
Row 5 $ 5,547.59
Row 4 $ 5,824.96
Row 3 $ 5,824.96
Row 2 $ 5,547.59
Row 1 $ 3,883.30
(Bay View Columbarium Vault) Wide Single (H)
Row 6 $ 8,044.00
(Bay View Columbarium Vault) Double (L)
Row 6 $ 10,817.80
Row 2 $ 11,372.58
(Bay View Columbarium Vault) Feature (N)
Row 3 $ 43,271.32
(Bay View Columbarium Alcove) (Elevations 6,7,8) Single (B,D) Row 7 $ 2,912.48
Row 6 $ 4,992.81
Row 5 $ 5,270.20
Row 4 $ 5,547.59
Row 3 $ 5,547.59
Row 2 $ 5,270.20
Row 1 $ 3,605.93
(Bay View Columbarium Alcove) Wide Single (H)
Row 6 $ 7,766.63
Row 3 $ 8,598.78
Row 2 $ 8,182.70
(Bay View Columbarium Alcove) Double (L)
Row 5 $ 11,095.20
Row 4 $ 11,649.94
Row 3 $ 11,649.94
(Bay View Columbarium Alcove) Feature (R)
Row 4 $ 30,511.83
(Bay View Columbarium Alcove) Wide Single Inside Corner (G) Row 7 $ 4,923.48
Row 6 $ 8,044.00
Row 5 $ 8,460.09
Row 4 $ 8,876.15
Row 3 $ 8,876.15

12.A.f
Packet Pg. 330 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit V - PublicWorks: Cemetery
V - 5
Service Effective
7-1-23
Row 2 $ 8,460.09
(Bay View Columbarium Family Alcove) Single (F)
Row 5 $ 4,021.99
Row 1 $ 4,021.99
(Bay View Columbarium Family Alcove) Feature (Q)
Row 4 $ 25,102.91
Row 3 $ 25,102.91
Row 2 $ 25,102.91

ENDOWMENT CARE
Endowment Care (All interment spaces, except green burial graves) 25% ofthecost of the interment
space.

Endowment Care (Green burial graves) 35% ofthecost of
the interment
space.

CEMETERY MISCELLANEOUS SERVICE CHARGES
Opening and Closing (Adult Grave) per casket $ 1,262.05 Opening and Closing (Crypt) per casket or urn $ 950.01
Opening and Closing (Niche) per urn $ 131.73
Opening and Closing (Cremation Grave) per urn $ 397.53
Opening and Closing (Infant Grave) per casket $ 397.53
Administrative $ 145.60
Witnessed Lowering $ 478.45
Graveside Set-up/Equip. $ 435.23
Cryptside Set-up/Equip. $ 372.13
Nicheside Set-Up/Equip. $ 315.37
Disinterment (Adult Grave) $ 1,733.61
Disinterment (Cremation Grave) $ 779.43
Disinterment (Infant Grave) $ 779.43
Disinterment (Crypt) $ 852.54
Disinterment (Niche) $ 69.33
Marker Installation (Adult Grave) $ 589.41
Marker Installation (Crypt) $ 194.15
Marker Installation (Niche) $ 131.73
Upright Monument Foundation $ 1,178.84
Memorial Tablet Foundation $ 2,357.71
Single Sandblasting for Crypt Front $ 485.40
Double Sandblasting for Crypt Front $ 624.09

MORTUARY CHARGES
Basic Services of Funeral Director and Staff $ 1,796.01 Embalming $ 721.03
Special Care of autopsied remains $ 260.01
Harvest repair $ 424.60
Pacemaker removal $ 86.66
Other preparation of the remains $ 384.03
Identification/viewing of un-embalmed remains (30-minutes) $ 241.25

12.A.f
Packet Pg. 331 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit V - PublicWorks: Cemetery
V - 6
Service Effective
7-1-23
Dressing and casketing of unembalmed remains $ 292.90
Refrigeration of remains $ 703.07
Transfer of remains to funeral home (Residence removal or second attendant, add $95.00) (Beyond 30 miles, charged at $3.00 per mile)
$ 825.19
Funeral Coach (Hearse) 4 hours (Each additional hour charged at $150 per hour) (Beyond 30 miles, charged at $3.00 per mile) $ 855.64
8 Pass Limo - 4 hours (Each additional hour charged at $150 per hour) (Beyond 30 miles, charged at $3.00 per mile)
$ 948.93
10 Pass Limo - 4 hours (Each additional hour charged at $150 per hour) (Beyond 30 miles, charged at $3.00 per mile)
$ 990.75
Flower Van - 4 hours (Each additional hour charged at $150 per hour) (Beyond 30 miles, charged at $3.00 per mile)
$ 540.40
Additional livery charges to Riverside National Cemetery $ 208.01 Foreign Consulate office visit $ 416.05
Transfer of remains to place of autopsy and return to funeral home (Beyond 30 miles, charged at $3.00 per mile)
$ 315.37
Delivery of casketed remains to residence for viewing (Beyond 30 miles, charged at $3.00 per mile)
$ 416.05
Use of stafffor viewing $ 657.12
Use of staff forfuneral ceremony $ 786.56
Use of staff for memorial service (no casket present) $ 704.10 Additional evening service $ 953.26
Use of equipment and Staff for graveside ceremony $ 542.37 Charge for any ceremony held on weekend $ 1,513.88
Re-filing of permit or affidavit preparation $ 208.01
Use of Audio Visual Equipment $ 567.69
Scattering at sea (unwitnessed) $ 204.90
Direct Cremation
This charge is forthe cremation process wherein no services, ceremonies, or viewings will be held for the decedent. Also included is a minimum cremation containerthat meets crematory requirements. This charge does not include scattering at sea or other disposition of the cremated remains. $ 1,664.26
Immediate Burial
This charge is for the immediate burial at the Woodlawn Cemetery or other cemetery within 30 miles of Woodlawn Cemetery wherein no services, ceremonies, or viewings will be held for the decedent. This charge does not include the price of a casket.
$ 3,163.87
Forwarding Remains to another funeral home.

This charge includes basic services of funeral director and staff, a proportionate share of overhead costs, transfer of remains to Woodlawn, securing and filing necessary certificates and permits, embalming or other preparation of remains, and delivery to Los Angeles International Airport (The permit, combo shipping unit or air tray, additional services and casket are not included). $ 3,016.05

12.A.f
Packet Pg. 332 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit V - PublicWorks: Cemetery
V - 7
Service Effective
7-1-23
Receiving remains from another funeral home.

This charge includes basic services of funeral director and staff, a proportionate share of overhead costs, transfer of remains to Woodlawn, securing and filing necessary certificates and permits.
(Additional services, casket, and other merchandise not included). $ 2,405.64
Infant Burial - Includes Non-Viewing Graveside Ceremony, basic services of funeral director and staff, transfer of remains to mortuary, embalming or refrigeration, dressing, cosmetics, and casketing, use of staff and/or equipment for graveside ceremony
(on-site).
$ 1,581.93

CEMETERY MISCELLANEOUS SERVICE CHARGES
Temporary Marker Placement $ 94.74
Oversized marker/Upright Monument Removal Fee $ 289.16
Witness Marker Installation $ 144.58
Chapel Fee $ 645.39

MORTUARY CHARGES
Refrigeration of remains (beyond 21 days, charged an additional $23.44 per day) $ 23.44

12.A.f
Packet Pg. 333 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) EXHIBIT X: Community Development - Office of Pier Management Santa Monica Pier Carousel Rental Rate Schedule FY2023-24 Private Events Held After Regular Operating Hours
Number of Guests
Rental per Hour *20% Discount **35% Discount
1-99 $300 $240 $195
100-199 $420 $336 $273
200-299 $480 $384 $312
300-350 $540 $432 $351
East Deck - Half $80 $64 $52
East Deck – Full $120 $96 $78
Private Events Held During Regular Operating Hours
Number of Guests Rental per Hour
1-99 $700
100-199 $940
200-299 $1,060
300-350 $1,180
Semi-Private Event
Number of Guests Rental per Hour ***25% Discount
1-99 $90 $68
100-199 $120 $90
200-299 $150 $113
Children's Party Specials (Semi-Private)
Number of Guests Flat Rate (three hours)
Up to 30 $300 $6 per additional person
Up to 60 $425 $6 per additional person
Up to 90 (expand area) $675
Additional half-hour $30
Filming
Type Rental per
Hour ****35% Discount
Commercial Film $475 $309
Commercial Stills $375 $244
In addition to facility rental fee, a film permit is required. Carousel Operators must be hired at additional charge.

Pier Carousel
Description Fee
Santa Monica Pier Carousel - Public Ride Fee (children 3 years of age and younger ride free with ticketed adult) $3
NOTES:
* Discount given to midweek and off-season parties.
** Discount given to midweek alcohol-free parties hosted by nonprofit groups. Only nonprofit groups with documented tax-exempt status shall be eligible for discount. *** Discount given to nonprofit groups and to mid-week parties. Only nonprofit groups with documented tax-exempt status shall be eligible for discount. ****Discount given to nonprofit and student groups. Only nonprofit groups with documented taxexempt status shall be eligible for discount.

Fees in this exhibit are not subject to the annual administrative revision and increase.

X - 1

12.A.f
Packet Pg. 334 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Appendix 1
Master User Fee Schedule
FY 2023-24

12.A.f
Packet Pg. 335 Attachment: Attachment F - Master Fee Resolution [Revision 3] (5225 : FY 2023-2025 Biennial Budget Adoption) Exhibit A: Community Development - City Planning Division 1 of 2
Service
FY 2023-24
Fee Comments
Administrative Approval: Non-Downtown $5,224.52
Administrative Approval: Non-Downtown Housing Project $10,337.23 Downtown Administrative Approval: Non-residential Projects up to 10,000 sf $5,224.52 Downtown Administrative Approval: Housing Project up to 75,000 sf $10,337.23 Alcohol Exemption $862.05
Appeal - Planning Permit and Noise Variance $636.86
Architectural Review Board – Board Review (New Construction) $11,150.69 Architectural Review Board – Board Review (Building Design Alterations and Modifications/Additions/R1)
$5,243.10
Architectural Review Board - Board Review (Landscaping) $2,764.44 Architectural Review Board - Sign Adjustment $2,348.25
Architectural Review Board – Administrative Design Approval (All Others) $1,006.39 Architectural Review Board – Administrative Design Approval (Single Trade) Waived Architectural Review Board – Administrative Design Approval (New Construction) $4,942.56 Certificate of Appropriateness - Staff Approval Waived
Certificate of Appropriateness - Landmarks Commission Waived Certificate of Administrative Approval Waived
Certificate of Compliance $2,781.03
Certificate of Economic Hardship $12,548.17
Coastal Zone Approval In Concept $167.73
Conditional Use Permit - All Others $16,667.46
Conditional Use Permit - Alcohol $8,374.10
Deed Restriction $1,852.50
Demolition Permits11 $1,441.22 plus actual historic consultant costs and applicable processing fee if
application for designation as a
Landmark or Structure of Meritis filed;
see footnote 11
Development Agreement (per hour-charged against an initial deposit of $50,000) $264.66 Development Review $28,490.99
Fence, Wall Hedge Height mod. (Discretionary) $2,901.10 Fence, Wall, Hedge Height mod. (Administrative) $1,010.31 Final Map $1,270.40
General Plan Amendment $33,241.95
Historic District Designation11 $2,215.90 plus actual historic consultant costs; see footnote 11
Landmark Designation11 $1,171.87 plus actual historic consultant costs; see footnote 11
Planning Lot Line Adjustment $2,781.03
Major Modification $6,716.24
Minor Modification $1,758.06
Minor Use Permit $5,131.28
Multiple Applications 100% Initial, 50%
thereafter
Occupancy Permit $1,868.43
Permit Extension - Administrative $335.46
Presubmittals $1,789.13
SB330 Preliminary Application $330.30
SB 9 Conformance Review $1,360.00
Shared Parking Permit $2,571.89
Structure of Merit11 $1,104.91 plus actual historic consultant costs; see footnote 11
Temporary Use Permit - All Others $1,062.89
Temporary Use Permit - Sales $455.75
Temporary Use Permit - Repeat Event $455.75
Tentative Map $5,448.16
Text Amendment Zone Change $33,241.95
Variance Application (including noise) $19,058.94
Waiver of Parcel Map $3,140.28
Waiver - Zoning Ordinance $6,584.96
Zoning Conf Review: Alcohol Determination $523.38

Santa Monica City CouncilJune 27, 2023

Santa Monica City Council
June 27, 2023